VAW Jobs

My Friend's House- Business Administration Manager


My Friend's House

Business Administration Manager

Purpose of Business Administration Manager:

This position will be responsible for implementing the overall day-to-day operations of the finance department, including corporate accounting, regulatory and financial reporting, A/P, A/R, and payroll as well as the implementation of internal control policies and procedures, including financial risk management. This position is also responsible for aspects of human resources, fundraising, and administrative functions.

 Human Resources

  • Administers payroll and health benefits plan including vacation and sick time benefits.
  • Establishes and maintains systems to monitor staff activities such as training, scheduling as well as time and attendance records.
  • Manage recruitment process including but not limited to job postings, setting up interviews, reference checks, etc.
  • Support onboarding of new employees, including arranging all IT needs in collaboration with the Operations Coordinator.
  • Maintain Board information, inclusive of contact list and terms.
  • Maintain Human Resource Files including employee contact information.
  • Ensure agency compliance with government regulations annually (Driver’s license and abstract, Insurance, First Aid/CPR, and Vulnerable Sector Check.
  • Prepare and submit union dues.
  • Ensures compliance with ESA, Health and Safety Legislation, WSIB, and other regulatory requirements.
  • Act as the Management Certified Health and Safety Representative.

 Finance

  • Complete deposits.
  • Prepare and maintain organizational petty cash.
  • Prepare and complete accounts payable, inclusive of employee expense reports.
  • Review and reconcile supplier statements and note any issues for discussion with the Financial Controller.
  • Accounts Receivable; Process cash and investment transactions.
  • Processes Inventory transactions.
  • Track grant budgets and provide expenditure updates and necessary information for reporting requirements.
  • Prepares payment authorization for contractor invoices, including release of holdbacks.
  • Negotiates and manages all insurance plans.
  • Complete MCCSS Funding and other grant reports as required.
  • Reconcile donations with financial reports.
  • Prepare a detailed monthly report to the Senior Development manager of all donations received with a summary and breakdown of the campaign code.
  • Monitor any organizational risk outlined in the risk register related to finance and report deficiencies to the Executive Director.
  • Negotiates and manages contracts and service agreements and initiates review of regular contracts for services and supplies related to fundraising and finance.
  • Manages lease agreements.

 Senior Leadership Support

  • Draft Correspondence and reports.
  • Processing and filing documents including reports, minutes, contracts, and correspondence.
  • Coordinate travel arrangements.
  • Prepare the Senior Leadership Team for meetings (assemble and prepare documents where necessary, provide information as requested, etc.
  • Book meetings, provide technical support, and record, prepare, and distribute meeting minutes.
  • Support the preparation of grants as required.
  • Coordinate Board onboarding and orientation.

 Fundraising/Communications

  • Write acknowledgment letters ensuring tax receipts are processed and distributed.
  • Ensure DMS content integrity through the deletion of duplicates, updating files when data is erroneous, and general accountability for data entry and database accuracy.
  • Coordinate mailings and assist with Digital Donor Communications with Constant Contact and implement tracking mechanisms to analyze audience behaviour and giving.
  • Assist with the coordination of volunteers through the volunteer database and working with the Events and Community Relations Manager.

 Other Duties

  • Receive and screen visitors and telephone calls.
  • Distributes incoming mail.
  • Maintain a system for monthly Board reports.
  • Maintain file management systems.
  • Act as the Agency’s Privacy Coordinator by monitoring information and privacy functions.
  • Assist with the creation/ updating of policies, procedures, and manuals.
  • Manages software and end-user needs with external resources and vendors for Quick Books, Grant Stations, and Donor Base Management System.
  • In conjunction with the Executive Director and Risk Committee, assist with the identification of risk and support the creation and implementation of policies/procedures to mitigate.

 Skills and Qualifications

  • A college or university degree in Accounting, Finance or Business.
  • A minimum of 3 - 5 years of work experience in bookkeeping and payroll administration or a similar finance role.
  • Proven technical abilities in maintaining monthly bookkeeping.
  • Strong working knowledge of QuickBooks Online.
  • Advanced working knowledge of payroll systems such as PayWorks.
  • Advanced working knowledge of legislated obligations as it relates to Human Resource Management and Occupational Health and Safety.
  • Extensive knowledge of legislation related to agency management and labour relations.
  • Experience in managing labour relations issues.
  • Advanced working knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
  • Advanced working knowledge of Teams, Sharepoint, and DropBox.
  • Working knowledge of client relations management systems (preferably Canada Helps Donor Management System) required.
  • Highly analytical and accurate, attention to detail is critical to this role.
  • A strong work ethic and thrives on challenges.
  • Strong time-management abilities and self-motivation to work independently in a high-volume work environment.
  • Excellent written and verbal communication skills.
  • A willingness to continually expand one’s professional skill set, learn on the job, take on additional responsibilities as required, and respond to and thrive in a dynamic work environment.
  • Superior planning and organizational abilities, as well as effective business communication skills and strong interpersonal skills are essential.
  • Ability to multi-task, prioritize, and meet internal and external deadlines.
  • Ability to provide good service in a timely and professional manner to internal and external stakeholders.
  • Ability to administratively support a volunteer Board of Directors
  • Sensitivity and awareness of the issue of violence against women.
  • Ability to adhere to strict confidentiality standards.
  • Flexibility to work overtime during peak business periods – any overtime worked will be paid or recorded as in-lieu time to be taken later.

Job Type: Full-time

Pay: From $64,000.00 per year

Expected hours: 40 per week

Benefits:

  • Extended health care
  • Paid time off
  • RRSP match

Schedule:

  • Monday to Friday

Work Location: In person

Application deadline: 2024-07-19