TITLE:  Finance Manager

 
REPORTING RELATIONSHIP:  Executive Director
  
QUALIFICATIONS:   A recognized accounting designation CPA (CA, CGA, CMA) or B. Comm. with a minimum of 2 years experience, preferably in the non-profit sector.
 
JOB SUMMARY:        In keeping with the philosophy of inclusion and mission of Hutton House, the Finance Officer will be responsible for ensuring that the following activities are completed and/or provide proper supervision for such.  The Finance Officer oversees all financial activities of the organization and will adhere to all policies and practices of the organization, including confidentiality.
 
JOB CATEGORY:      Salaried, Full Time (37.5 hours)
 
KEY DUTIES AND RESPONSIBILITIES:
 
Finance

• Prepare, monitor and report on monthly internal financial statements for the Board of Directors
•   Prepare for annual audit, compliance and funding audits
•   Review, develop and maintain internal controls and financial reporting systems
• Ensure segregation of duties in all financial procedures
• Act as backup for Accountant
• Design, maintain and complete various financial reports and statistical analyses to support financial results.
• Review monthly financial statements and reporting documents
• Communicate with the Treasurer of Board
• Prepare and file Annual Registered Charity Information Report for the Association
• Maintenance of master deadline schedule to ensure that all financial activities meet legislative and funding Ministry Regulations, and other funding requirements and deadlines. 
  Budgeting
•  Prepare, monitor and report on 11 departmental budgets
• Prepare budgets for new programs, proposals and grants
• Authorize the purchase of all equipment and supplies; conferring with the Executive Director on all purchases exceeding $500.00
• Prepare monthly, quarterly and annual reconciliations for Funders and Compliance (WSIB, HST)
•   Prepare monthly journal entries
• Review General Ledger for accuracy
• Monthly maintenance of  working papers
• Monitor and review Accounts Payables   
• Oversee and assist with collection of accounts receivables
• Record Sundry Receipts
• Complete reconciliation of Program Petty Cash
• Compete reconciliation of all Bank Accounts
• Reconciliation of Credit card statements/sales
• Review and deliver bank deposits
• Prepare financial information for management as requested (projections, forecasts, estimates, etc.). 

 
  
IT and Administration

• Supervision of  Finance and Payroll software
• Maintenance of Great plains and HRIS Payroll Software
• Supervision of Credit Card terminals and processing

 
Human Resources and Payroll

• Review payroll production
•  T4/T4A’s preparation and government compliance
• Ensure compliance with Pay Equity Plan
• Update staff benefits (i.e Group Insurance rates, billings)
• Process and reimburse staff benefits (i.e. Service Awards, Professional dues)
• Provide backup support for Payroll Processing  
   

Facilities

• Arrange insurance contracts and any other contracts as required
• Maintenance of  Inventory control
• Maintenance and monitoring of asset schedule
• Reviews and updates contracts (i.e elevators, security, etc.)
• Vehicle Leases and/or purchases 
   

Investments

• Advises on investments regarding maturity and potential new investments
• Participates as a member of the Investment Committee 
   

Policy Development

• Joint review with Executive Director to develop and implement policies and procedures relating to finance operations.
• Prepare and maintain procedures binder for all Accounting policies.
• Provide Board orientation to financial policies and procedures as requested. 
   

Working Relationships

• Maintains a positive, supportive relationship with all staff, participants and volunteers.
• Adhere to all policies and procedures of the Hutton House.
• Contribute as a team member to the overall mission of the organization and the goals and objectives of the team.
• Participate in staff /committee meetings and other events of the organization as required.
• Participate in an annual performance evaluation.
• Engage in professional development as required.
• Report regularly to the Executive Director.

 
Support to Board of Directors

• Attend Board meetings as required
• Provides financial reports and analysis for the Treasurer and Executive Director
• Member of Investment Committee
• Member of Strategic Planning Committee

 
 Other duties as agreed upon.
 
The Board of Directors reserves the right to revise the job description at any time.
 
I agree to the above job description and general expectations as to the purpose of my employment with Hutton House.