Finance Administrative Assistant

Position :
Finance Administrative Assistant

Start date :
As soon as possible

Annual salary : $55, 336 – $75,093 based on experience

Duration :
Permanent Full-Time (32 hours per week)

Responsible to :
Finance Coordinator

L’Arche Ottawa is seeking an organized, dependable and collaborative Finance Administrative Assistant to support the day-to-day work of the finance office. Working closely with the Finance Coordinator, this role is responsible for timely deposits, invoice processing, expense and household reconciliations, and accurate financial records. The position also provides administrative and backup support for reporting, budgeting, year-end, audit and funder requirements.

We currently have four L’Arche houses in Ottawa where people with and without disabilities live together. We have a Community Centre located 11 Rossland Ave, Ottawa, ON, where our administration team works. Our community gatherings also take place in our Community Centre.

• Prepare and record regular deposits, including monthly donations, rent cheques and benefit co-payments for employees on leave.
• Prepare invoices for one-to-one support provided to core members and ensure they are issued by the required monthly deadline.
• Compile and submit Passport receipts through March of Dimes/Passport One and maintain supporting records.
• Ensure deposits and incoming funds are recorded accurately and promptly in the accounting system.

• Process general supplier invoices through the established approval workflow and prepare weekly payment batches.
• Process La Source construction invoices according to the project payment schedule and maintain complete supporting documentation.
• Review and process personal expense claims and mileage submissions within established timelines.
• Prepare purchase orders and support purchasing documentation, research and recommendations when requested.
• Provide backup support for VISA payments and for confirming that sufficient funds are available for payroll.

• Complete monthly house budget reconciliations and office petty cash reconciliations, following up on missing or unclear documentation.
• Maintain accurate, organized and up-to-date electronic and paper finance files.
• Enter recurring transactions and other approved financial information in Quick Books.
• Provide backup support for bank and VISA reconciliations and for the monthly close process.

• Assist the Finance Coordinator with monthly and quarterly financial reporting, including Board and Finance Committee reports.
• Assist with Passport utilization reporting and other internal financial tracking.
• Support the annual budget process, including gathering information, preparing schedules and entering the approved budget into Quick Books.
• Help create and distribute finance guidelines, forms and best practices for homes and office staff.

• Participate in year-end preparation, including reconciliations, expense reports, accounts receivable and payable schedules, accrual documentation and general ledger clean-up.
• Prepare and organize documents requested for the external audit and respond to follow-up requests in collaboration with the Finance Coordinator.
• Assist with the review and distribution of audited financial statements and AGM materials.
• Provide administrative support for required filings and funder reports, including MCCSS reports, the HST rebate, T3010 and Sunshine List reporting.

• Work collaboratively with the Finance Coordinator, leadership team, home teams and other administrative staff to resolve routine finance questions and meet deadlines.
• Maintain confidentiality and exercise sound judgment when handling payroll, banking, employee, donor and core member information.
• Provide backup support for finance tasks during absences and periods of high workload.
• Complete other related duties assigned by the Finance Coordinator or management.

• Post-secondary education in accounting, finance, business administration or a related…