Finance/Administration Manager

Job Title: Finance/Administration Manager 

Departments: Finance, Administration 

Reports to: Chief Executive Officer (CEO) 

The Grimsby Benevolent Fund (GBF) Community Services’ mission is to meet our clients’ basic needs and promote wellness throughout our community, while providing a safe and rewarding environment for our Board, Staff, and Volunteers.  

As a non-profit, charitable organization, our accounting is complex and a critical aspect of GBF’s financial management. Our organization must comply with unique accounting standards; engage in effective budgeting and financial planning; apply fund accounting processes and tools, as well as conduct internal and external audits to ensure that our financial records are accurate and transparent. 

Position Overview 

The ideal candidate for the Finance/Administration Manager position will have a university degree in accounting and a Chartered Professional Accountant (CPA) designation, along with relevant experience working in the non-profit sector. Under the direction of the CEO and Treasurer, he/she will maintain all necessary and appropriate data, records, files, and processes to ensure the smooth and compliant financial and administrative operation of our organization. They must be motivated and comfortable working in a fast-paced environment with limited supervision, while demonstrating an understanding of non-profit accounting principles and compliance requirements. 

Essential Role Responsibilities: 

Essential Financial Requirements of this position include the following: 

• Manage daily Thrift Store revenue and make bank deposits. 

• Maintain accurate financial records in a timely manner. 

• Manage donations, i.e., process all monetary donations and accurately record data in the Raisers Edge database, issue tax receipts, generate acknowledgement letters, plus extract, analyze and report donation data as required. 

• Conduct financial analysis on an ongoing basis, interpret results, and make recommendations to Management and the Board. 

• Prepare financial statements and reports for Management, the Board, and stakeholders as required, including data reports for fundraising and engagement purposes. 

• Manage departmental monthly reporting functions, i.e., prepare monthly financial reports related to Store sales and donations, plus collaborate with Department Leaders to prepare departmental monthly and ad hoc reports as necessary. 

• Support Management with development of the annual budget and forecasting processes as needed. 

• Perform internal controls and compliance checks on an ongoing basis and work closely with Auditors and the CEO to perform the annual year-end external audit. 

Essential Administrative Requirements of this position include the following: 

• Provide administrative support to the CEO as required. 

• Manage phone and email inquiries, pick up mail, sort/send mail, and keep organized/accurate files. 

• Act as the point of contact person for Computer IT inquiries and social media postings on Facebook, Instagram, and GBF’s Website. 

Additional Role Requirements: 

• Ensure all Financial/Administration goals, targets and milestones are completed on time and within budget. 

• Participate in relevant professional and marketing events as the financial representative of GBF. This may occasionally be outside regular scheduled hours. 

• Participate in relevant professional organizations as a representative of GBF. 

• Engage in ongoing training to attain advanced skills in the application of QuickBooks, Microsoft Office, Raisers Edge, and/or other applications as required. 

This is a salaried position, working (40) hours per week. Must be able to work occasional evenings as required, including one pre-scheduled Saturday per staff rotation (i.e., approximately every 5 weeks). 

• Demonstrate a high level of professionalism and integrity, promoting GBF’s community spirit and mission. 

• Be a positive, professional, leadership role model for all employees, volunteers, donors, clients, and/or customers by demonstrating:  

• respect and compassion towards everyone; 

• effective interpersonal communication; 

• excellent customer service skills; 

• effective problem solving, and 

• team spirit. 

• Take the initiative to continually improve GBF’s level of service. 

• Promote and foster a culture in which proactive thinking/creativity are encouraged and rewarded. 

• Work independently with minimal supervision. 

• Demonstrate excellent time management skills in a fast paced, dynamic environment. 

• While prioritizing and/or multi-tasking, pay attention to detail and accuracy. 

• Always maintain strong professional, interpersonal verbal and written communication. 

• Adhere to all GBF policies and procedures and ensure that others do the same. 

Qualifications & Certifications: 

• Minimum of a university degree in accounting or finance and a CPA designation. 

• Minimum of 5 years’ experience in a financial setting, preferably in the non-profit sector. 

• Strong analytical skills and proficiency in accounting and computer software (i.e., QuickBooks, Word, Microsoft Office, and preferably Raisers Edge), financial reporting, and understanding of non-profit accounting standards and donor restrictions. 

• Payroll Administration knowledge and strong analytical skills. 

• CPR and First Aid training/certification (can be acquired after employment). 

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.