ICSG BOOKKEEPER (Part-Time) JOB DESCRIPTION
Working Hours and Location:
- Part-Time Position: 5 hours per day. This position is office-based, and located in Toronto.
Salary:
- The salary range is $35,000 - $40,000 annually, depending on experience and qualifications.
Purpose:
The Bookkeeper will assist the Accounting & Finance Manager with the day-to-day administration of Ideal Child Services Group's (ICSG) accounts payable, receivables and payroll functions. In a support role, the Bookkeeper works closely with the Accounting & Finance Manager to complete all the accounting needs for ICSG, while complying with generally accepted accounting principles and adhering to all organizational and departmental policies and procedures.
Responsibilities and Duties
Responsibilities below include, but are not limited to:
Accounts Payable
- Minimum 2 years experience with QuickBooks
- Enter and post all vendor bills in QuickBooks and issue cheques, ensuring that accounts payable are paid in a timely manner
- Upon approval from the Finance & Accounting Manager distribute the vendor payment cheques to the Program Managers
- Assist the Finance & Accounting Manager in entering the electronic funds transfers (EFT) for bill payments into CMO.
- In consultation with Finance & Accounting Manager answer any vendor inquiries regarding payments; resolve any issues regarding payments and follow up and report any discrepancies.
- Create and maintain new and existing vendor accounts in QuickBooks; ensuring vendor information is up-to-date and accurate.
- Assist the Finance & Accounting Manager in processing the Harmonized Sales Tax (HST) return.
- Assist the Finance & Accounting Manager in completing remittances for third-party insurance providers following up when there are discrepancies and/or inquiries regarding the billings or claims.
- Assist the Finance & Accounting Manager to complete remittances for third-party Registered Retirement Savings Plan following up when there are discrepancies and/or inquiries regarding the billings or claims.
- Assist the Finance & Accounting Manager in maintaining the existing vendor accounts in QuickBooks; ensuring vendor information is up-to-date and accurate
- Maintain and file all the accounts payable documents for the annual audit
Accounts Receivable
- Calculate and send the monthly invoices for all ICSG parents
- Verify and gather the parent's bank information and input the data in the fee sheet and QuickBooks
- Process parent's fee pre-authorized payments
- Assist the Finance & Accounting Manager to reconcile, enter and post all monthly invoices and payments to the fee sheet and QuickBooks in a timely and accurate manner
- Calculate and update all the fee changes in the fee sheet and QuickBooks on a monthly basis
- Create and maintain new and existing customer accounts in QuickBooks and the fee sheet; ensuring customer information is up-to-date and accurate
- Process account receivable aging report: reviewing, identifying and addressing customers that are in arrears/overpayments and consultation with the Finance & Accounting Manager issue reimbursements if needed
- Reconcile customer account statements to QuickBooks and immediately report to the Finance & Accounting Manager of any discrepancies.
- Field inquiries from customers/Supervisors/Program Managers; present solutions/action plans to the Finance & Accounting Manager for feedback and approval before addressing and resolving any discrepancies that are in the best interest of the customer and ICSG
- Track children's attendance to provide an accurate estimated monthly revenue
- If assigned by the Finance & Accounting Manager, deposit all ICSG's monies, including employee Manulife cheques and any other required deposits
- Assist the Finance & Accounting Manager in preparing month-and year-end financial reporting and reconciliations in accordance with assigned due dates for the year-end audit, and complete year-end activities and/or reports as per assigned timelines.
Payroll
- Enter payroll information accurately as per assigned timelines in ICSG's payroll system based on the organization's pay schedule, addressing any inquiries with the Finance & Accounting Manager
- Administer and process new hires, employee terminations, wage/salary changes, ROE and update Finance & Accounting Manager once completed on all the above.
- In consultation with the Finance & Accounting Manager enter payroll block information, by site, into Excel to determine salary cost and transfer data into QuickBooks with journal entries
- Assist the Finance & Accounting Manager to conduct a T4 reconciliation and prepare reports for the city of Toronto
- Review and confirm the accuracy of payroll government remittances
- Prepare monthly Manulife claims
- Maintain up-to-date and accurate employee payroll files
- In collaboration with the Finance & Accounting Manager, remain informed and knowledgeable of the organization's collective agreement to provide data for the collective bargaining process.
- Track and maintain employee absences and vacation days in ICSG's payroll system and excel
- Complete any pier reports, ROE inquiries and any additional Payroll related inquiries by timelines provided by the Finance & Accounting Manager
- File all paperwork in designated places securing the important documents
- Assist the Finance & Accounting Manager in calculating and processing the Provincial Wage Enhancement Grant, reconcile the Provincial Wage Enhancement at year-end, and report to the Finance & Accounting Manager any refund of excess funding
- Assist the Finance & Accounting Manager in calculating and processing teaching staff bonuses and retro pay
Other Duties
Reporting to and Assisting the Accounting & Finance Manager to:
- Reconcile bank accounts on a monthly basis along with preparing monthly financial statements.
- Prepare monthly administration and benefits reports for Finance & Accounting Manager to review; addressing any inquiries and/or adjustments to the information.
- Update financial data in the database to ensure that information will be accurate and immediately available when needed.
- Prepare monthly financial statements, including cash flow, profit and loss statements and balance sheets.
- Track children's attendance to provide an accurate estimated monthly revenue.
- Support for special projects
- Reconcile deposited and undeposited funds.
- Provide recommendations to create efficiencies with processes.
- Prepare year-end audit, and coordinate between the management team and the auditor
- Participate in preparing the organization’s annual budget
- Reconcile the parents accounts at year end to issue and distribute the tax receipts
- To prepare Union negotiations by providing financial projections and forecasting
- Report all accounting department activities to the Finance & Accounting Manager
Qualifications:
- Educational Requirements: A Bachelor’s degree in Accounting and Finance or a Diploma in a related field is required (Accounting/Bookeeper).
- Experience: Minimum of 2 years of experience in bookkeeping, with a focus on payroll and accounting functions.
- Proficiency in QuickBooks Desktop: Required for daily financial transactions and reporting.
- Payroll Experience: Extensive experience with payroll systems, preferably including Dayforce, is highly desirable.
- Understanding of Double Entry System: Must possess a thorough knowledge of the double entry bookkeeping system, essential for maintaining accurate financial records.
- PCP Certification: Having a Payroll Compliance Practitioner (PCP) certification is considered an asset.
- Familiarity with Dayforce Payroll System: Preferred. Candidates with experience using Dayforce will have an advantage in managing and processing payroll tasks efficiently.
- Nonprofit Experience: Prior experience working in a nonprofit environment and understanding of nonprofit financial operations is preferred.
Benefits:
Ideal Child Services Group values the well-being and satisfaction of our team members. As part of our commitment to our staff, we are pleased to offer the following benefits:
- Free Onsite Parking
- Medical Coverage incl. Dental Plan and Vision Care
- Group RRSP Program with Employer RRSP Matching
- Annual Paid Sick Days Allocation
Job Type: Part-time
Expected hours: 25 per week
Benefits:
- Dental care
- Extended health care
- On-site childcare
- On-site parking
- Paid time off
- RRSP match
- Vision care
Schedule:
Education:
- Bachelor's Degree (preferred)
Experience:
- QuickBooks: 2 years (required)
- Bookkeeping: 2 years (required)
Language:
Work Location: In person
