Reports To: Supervisor of Payroll & Finance Administration and Director of Finance and Administration
Position: Full-time
Wage: $24.00 – $27.00 per hour
Summary
The Finance Assistant supports the day-to-day financial operations of YWCA St. Thomas-Elgin by helping ensure accounting records, financial transactions, reconciliations, and reporting information are accurate, complete, and processed on time.
Reporting to the Supervisor of Payroll and Finance Administration, the Finance Assistant provides support in accounts payable, accounts receivable, general ledger maintenance, banking, financial reporting, childcare financial administration, grant reporting, budgeting, audit preparation, and other accounting activities.
The Finance Assistant is also the designated backup for payroll processing and must be trained and prepared to complete payroll responsibilities when the primary payroll administrator is unavailable.
The successful candidate must have practical knowledge of and experience using Sage Intacct. The Finance Assistant will use Sage Intacct and related financial systems to process transactions, maintain accounting records, prepare reports, and support improvements to financial processes.
This is a non-supervisory position and does not have direct reporting or presentation responsibilities to the Board of Directors.
Key Responsibilities
Accounting and Financial Administration
• Support the day-to-day processing and maintenance of the organization’s financial records.
• Prepare and enter journal entries, account adjustments, accruals, and other accounting transactions, as assigned.
• Complete bank, credit card, general ledger, and balance sheet account reconciliations.
• Assist with month-end and year-end closing activities.
• Review financial transactions for appropriate coding, authorization, supporting documentation, and compliance with organizational policies.
• Ensure revenues and expenditures are accurately allocated among departments, programs, funding sources, and cost centres.
• Maintain accurate records for deferred revenue, prepaid expenses, capital assets, deposits, and other balance sheet accounts.
• Assist with monitoring banking activities, cash balances, and upcoming payment requirements.
• Identify discrepancies, unusual transactions, or potential financial concerns and bring them to the attention of the Director of Finance.
• Maintain organized financial records in accordance with document-retention, audit, and funding requirements.
Accounts Payable and Accounts Receivable
• Process vendor invoices, employee expense claims, cheque requisitions, and other payment requests.
• Confirm that invoices and payment requests have appropriate authorization and supporting documentation.
• Prepare vendor payments, electronic fund transfers, and payment reports for review and approval by the Director of Finance or authorized signing officers.
• Maintain vendor records and respond to routine vendor inquiries.
• Process customer and funding-related invoices and record incoming payments.
• Prepare bank deposits and maintain accurate records of cash and electronic receipts.
• Monitor outstanding accounts receivable balances and follow up on overdue amounts, as directed.
• Reconcile vendor statements and investigate discrepancies.
• Support the preparation of accounts payable and accounts receivable reports.
Payroll Backup and Support
• Serve as the designated backup for payroll processing and ensure continuity when the primary payroll administrator is unavailable.
• Maintain sufficient cross-training and current knowledge of the organization’s payroll procedures, schedules, systems, and approval requirements.
• Process payroll accurately and on time when providing backup coverage.
• Review timesheets, approved hours, employee changes, deductions, taxable benefits, vacation balances, and other payroll information.
• Assist with payroll reconciliations and the recording of payroll transactions in the general ledger.
• Support the preparation and submission of payroll-related remittances, including income tax, Canada Pension Plan, Employment Insurance, WSIB, Employer Health Tax, pension, and benefit deductions.
• Assist with payroll year-end activities, including T4 preparation and reconciliation.
• Maintain strict confidentiality regarding employee, compensation, payroll, and benefit information.
• Report payroll discrepancies or concerns promptly to the Director of Finance.
Budgeting and Financial Reporting Support
• Assist the Director of Finance with the preparation and consolidation of annual operating and capital budgets.
• Compile historical financial information, program assumptions, funding information, and other supporting documentation for the budgeting process.
• Prepare routine monthly, quarterly, and annual financial reports for review by the Director of Finance.
• Assist with budget-to-actual variance analysis and investigate discrepancies as assigned.
• Prepare financial schedules, working papers, spreadsheets, and supporting reports for program managers and senior leadership.
• Assist with cash flow projections, forecasts, and scenario analysis.
• Support managers in understanding financial reports, account balances, coding requirements, and budget information.
• Prepare financial information required for grant applications, funding proposals, program planning, and funding reports.
• Ensure reports and supporting schedules are accurate, complete, and submitted within established deadlines.
Childcare Financial Administration
• Support the financial administration of childcare programs and related funding agreements.
• Assist with accounting and reporting for Canada-Wide Early Learning and Child Care funding, municipal service agreements, fee subsidies, parent fees, and other provincial or municipal funding programs.
• Prepare childcare funding claims, reconciliations, financial schedules, and supporting documentation.
• Track childcare revenues, expenditures, funding utilization, occupancy information, and other financial measures.
• Assist with reconciling childcare management system information to Sage Intacct and other financial records.
• Support the allocation of shared operating costs among childcare programs, locations, and funding streams.
• Maintain organized documentation to support childcare funding submissions, reconciliations, and audits.
• Monitor communications regarding changes to childcare funding and reporting requirements and bring relevant information to the attention of the Director of Finance.
• Work collaboratively with childcare leadership and administrative staff to resolve financial discrepancies and obtain required documentation.
Grant and Funding Administration
• Assist with tracking restricted grants, government funding, deferred revenue, and eligible program expenditures.
• Maintain financial records and supporting documentation for each funding agreement.
• Prepare financial schedules, transaction reports, reconciliations, and expenditure summaries for funding reports.
• Monitor reporting deadlines and assist with ensuring required financial information is submitted on time.
• Review program expenditures for alignment with approved funding budgets and eligible-cost requirements.
• Identify potential funding variances, unspent balances, or documentation gaps and report them to the Director of Finance.
• Support the financial components of grant applications, funding renewals, and program proposals.
Audit and Compliance Support
• Assist with the preparation of working papers, account reconciliations, schedules, and supporting documentation for the annual external audit.
• Respond to routine information and documentation requests from auditors under the direction of the Director of Finance.
• Help maintain organized records that support audit, funding, and regulatory requirements.
• Follow Canadian accounting standards for not-for-profit organizations, Canada Revenue Agency requirements, funding agreements, employment legislation, and organizational policies.
• Assist with the preparation and reconciliation of statutory remittances, including HST, payroll deductions, WSIB, Employer Health Tax, pension, and benefits.
• Follow established internal controls and report control concerns or process gaps to the Director of Finance.
• Support the implementation of audit recommendations and approved process improvements.
Sage Intacct and Financial Systems
• Use Sage Intacct to process transactions, maintain general ledger information, complete reconciliations, and prepare financial reports.
• Maintain accurate vendor, customer, account, department, program, location, and funding-dimension information within Sage Intacct.
• Prepare routine reports and assist with the development of standardized reporting packages in Sage Intacct.
• Support the Director of Finance in maintaining and improving Sage Intacct processes, workflows, reports, and internal controls.
• Assist with identifying and correcting data-entry, coding, reporting, and system-integration issues.
• Support reconciliations between Sage Intacct, payroll, childcare management software, banking platforms, and other organizational systems.
• Document financial-system procedures and assist with testing approved system changes.
• Provide basic Sage Intacct assistance to staff and direct more complex system issues to the Director of Finance or the appropriate service provider.
• Recommend practical improvements that reduce manual work, strengthen accuracy, and improve financial workflows.
Organizational Support and Collaboration
• Work collaboratively with the Director of Finance, finance staff, program managers, childcare leadership, and administrative employees.
• Respond to routine financial questions and assist staff with coding, documentation, invoice, expense, and budget-related requirements.
• Communicate professionally with vendors, financial institutions, auditors, government agencies, municipal partners, and funding organizations, as assigned.
• Support funding applications, contract documentation, financial schedules, and special projects.
• Promote accurate recordkeeping, accountability, confidentiality, and consistent application of financial procedures throughout the organization.
• Provide coverage for other routine Finance Department responsibilities when required.
• Perform other related duties and special projects as assigned by the Director of Finance.
Qualifications and Requirements
• Diploma or degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and relevant experience.
• Previous experience in accounting, bookkeeping, or financial administration.
• Demonstrated hands-on knowledge of and experience using Sage Intacct is required.
• Experience processing or supporting payroll and the ability to act as a reliable payroll backup.
• Knowledge of accounts payable, accounts receivable, general ledger accounting, reconciliations, and month-end procedures.
• Proficiency with Microsoft Excel, including formulas, worksheets, data organization, and financial schedules.
• Experience working in a not-for-profit, charitable, childcare, government-funded, or multi-program environment is an asset.
• Knowledge of Canadian payroll requirements, statutory remittances, HST, and Canada Revenue Agency requirements is an asset.
• Experience with childcare funding, including CWELCC or municipal childcare funding, is an asset.
Skills and Competencies
• Strong attention to detail and commitment to accuracy.
• Ability to organize work, manage competing priorities, and meet recurring deadlines.
• Sound judgment and the ability to recognize and report financial discrepancies.
• Strong reconciliation, analytical, and problem-solving skills.
• Ability to follow established financial policies, procedures, and internal controls.
• Strong written and verbal communication skills.
• Ability to work independently while seeking direction when appropriate.
• Collaborative and service-oriented approach when working with colleagues and external partners.
• Demonstrated discretion and ability to protect confidential financial and employee information.
• Commitment to the mission, values, and work of YWCA St. Thomas-Elgin.
Why This Position Matters
This position plays an important role in supporting the financial health, accountability, and day-to-day stability of YWCA St. Thomas-Elgin. The Finance Assistant helps ensure that financial information is accurate, expenses and revenues are properly recorded, funding requirements are supported, and staff and program leaders have the information they need to make responsible decisions.
Because the organization operates multiple programs, funding streams, and reporting requirements, this role strengthens the systems that keep services running smoothly behind the scenes. By supporting payroll continuity, reconciliations, grant and childcare funding administration, audit preparation, and Sage Intacct processes, the Finance Assistant contributes directly to strong internal controls, trustworthy reporting, and the organization’s ability to focus resources where they matter most: serving youth, adults, families, and the community.
Commitment to Equity
YWCA St. Thomas-Elgin is committed to equity, inclusion, and social justice. We encourage applications from women, Indigenous peoples, racialized individuals, persons with disabilities, LGBTQ2S+ individuals, and others who reflect the diversity of our community.
This is a new position.
To Apply: for internal and external applicants please click here and follow application instructions. Please apply by September 8, 2026. Interviews may be conducted throughout the recruitment process.