POSITION SUMMARY
The Finance & Administration Coordinator plays a key role in supporting the day-to-day operations of the Northern Nations Wellness Centre through the coordination of financial, administrative, and organizational functions. Reporting to the Director of Operations, this position is responsible for payroll administration, accounts payable, financial reporting, audit preparation, records management, procurement support, and general administrative and secretarial services.
The Finance & Administration Coordinator assists with monitoring expenditures, maintaining effective financial and document management systems, and supporting the development, implementation, and continuous improvement of organizational programs, policies, procedures, and operational standards. The successful candidate will be highly organized, detail-oriented, and proactive, with a strong ability to balance financial administration and operational support while helping to build efficient systems and processes that contribute to the organization's long-term success.
Financial Administration
- Process bi-weekly payroll and maintain payroll records.
- Complete pension, benefits, and statutory remittances.
- Prepare and submit payroll, pension, year-end, and other required financial, regulatory, and organizational reports and filings.
- Manage accounts payable and vendor payments.
- Reconcile corporate credit card statements and bank accounts.
- Ensure expenditures are accurately coded to appropriate general ledger accounts, departments, projects, and funding streams.
- Transfer funds between organizational accounts as authorized.
- Assist with quarterly financial reporting and budget tracking.
- Monitor expenditures and maintain accurate financial records.
- Review and process purchase requests, ensuring expenditures are appropriately approved, coded, documented, and recorded in accordance with organizational policies and funding requirements.
- Prepare financial reports for management, funders, auditors, and the Board of Directors as required.
Audit and Compliance
- Prepare year-end working papers, reconciliations, and supporting documentation.
- Coordinate information requests and documentation required by external auditors.
- Assist with annual audit preparation, year-end financial processes, and implementation of audit recommendations.
- Ensure compliance with organizational policies, funding agreements, financial controls, and reporting requirements.
- Maintain supporting documentation and records required for audits, regulatory reviews, and funding compliance.
Administrative Support
- Provide administrative, secretarial, and organizational support to the Director of Operations.
- Schedule meetings, prepare agendas, record meeting minutes, and track action items.
- Draft forms, reports, presentations, and other organizational documents.
- Coordinate travel arrangements, accommodations, conference registrations, and itineraries for staff as directed.
- Order office supplies, equipment, and other organizational resources, ensuring adequate inventory levels are maintained.
- Assist with procurement activities, obtaining quotes and coordinating purchases in accordance with organizational policies.
- Maintain confidentiality of employee, financial, and organizational information.
- Complete new employee pension and benefits enrollment.
- Coordinate administrative processes to support organizational efficiency and compliance.
- Assist with special projects and organizational initiatives as assigned.
- Act as recording secretary for Board of Directors meetings, Annual General Meetings, and committee meetings as required.
Records and Information Management
- Develop, maintain, and organize SharePoint and electronic filing systems to ensure records are accessible, secure, and compliant with organizational requirements.
- Ensure forms, templates, policies, and procedures are standardized and current.
- Maintain document version control and revision tracking.
- Support the implementation of electronic timesheet and payroll systems.
- Maintain electronic and physical filing systems for contracts, agreements, policies, reports, personnel records, and financial documentation.
- Support the development and implementation of document management and records retention practices.
Continuous Improvement
- Provide input into the development, implementation, evaluation, and continuous improvement of organizational programs, policies, procedures, and standards.
- Assist with identifying operational efficiencies and opportunities for process improvement.
- Support organizational planning, reporting, and quality improvement initiatives.
- Assist management with special projects and organizational development activities.
- Support the implementation of new administrative, financial, and technology solutions.
- Support the Director of Operations in establishing administrative systems, workflows, and organizational processes that enhance efficiency, accountability, and service delivery.
Job Specifications
Education and Experience
- Diploma in Accounting, Bookkeeping, Business Administration, Office Administration, or a related field.
- Minimum three (3) years of experience in bookkeeping, payroll administration, financial administration, office management, or a related role.
- Minimum three (3) years of experience processing payroll, accounts payable, account reconciliations, and financial reporting.
- Experience using accounting, payroll, and Microsoft Office software.
- Experience developing and maintaining electronic filing systems, document management systems, or SharePoint.
- Experience taking meeting minutes and providing administrative support to senior leadership.
- Experience working with contribution agreements, grants, fund accounting, or non-profit financial reporting is considered an asset.
- Experience working in a healthcare, Indigenous, non-profit, government-funded, or community service organization is considered an asset.
Knowledge, Skills and Abilities
- Knowledge of bookkeeping principles and financial administration practices.
- Knowledge of payroll legislation, pension remittances, statutory deductions, and reporting requirements.
- Ability to prepare financial reports, reconcile accounts, and maintain accurate financial records.
- Strong understanding of records management, document control, and administrative processes.
- Proficiency with Sage 50 and Microsoft Office Suite, particularly Excel, Word, Outlook, Teams, and SharePoint.
- Ability to interpret and apply organizational policies, funding agreements, and administrative procedures.
- Demonstrated ability to learn and implement new software systems and technology solutions.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to work independently while contributing positively to a collaborative team environment.
Personal Attributes
- Organized, reliable, and detail oriented.
- Proactive and solution focused.
- Comfortable working in a dynamic environment where systems and processes continue to evolve.
- Committed to continuous learning and process improvement.
- Professional, respectful, and approachable.
- Demonstrates cultural humility and a commitment to culturally safe, trauma-informed service delivery.
Working Conditions
- Full-time position (37.5 hours per week).
- Reports directly to the Director of Operations.
- Primarily office-based with occasional travel for training, conferences, or organizational meetings.
- Police Information with Vulnerable Sector Check and Drivers Abstract required.
Compensation
- Wage Range: $34.00 – $40.00 per hour, depending on qualifications and experience.
- Comprehensive benefits package and Municipal Pension Plan participation.
Pay: $34.00-$40.00 per hour
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Relocation assistance
- Vision care
Application question(s):
- Do you have payroll experience?
- Do you have bookkeeping experience?
- Have you used Sage 50 before?
Work Location: In person
