Accounting and Payroll Administrator, Toronto

AboutCivicAction

CivicActionLeadership Foundation is a leading civic engagement organization working to build livable, inclusive cities across the Greater Toronto and Hamilton Area. For over two decades, the organization has mobilized leaders from business, government, and community sectors to address complex regional challenges through collaboration, leadership development, and systems-level influence.

Operating at the intersection of sectors,CivicActionconvenes decision-makers, fosters cross-sector partnerships, and advances initiatives that respond to critical regional issues such as housing and affordability, economic opportunity, infrastructure and climate, and civic leadership. Through strategic convening, leadership development, and issue-based work,CivicActionconnects emerging and established leaders to opportunities for collective action and regional impact.

Reports to:

CEO or Director, Corporate Operations

Works closely with:

Fractional CFO, external auditor, payroll and benefits providers,programand fundraising staff

Role type:

Full-time, hands-on accounting and payroll administration role

Salary range:

$50,000 to $55,000 plus employer-paid benefits

Deadline:

The position will remain open until filled. Applications will be processed on a rolling basis.

Position Summary CivicActionis seeking an Accounting and Payroll Administrator to manage the organization’s day-to-day accounting administration and payroll processingin house. This roleis responsible fortransaction processing, accounts payable, accounts receivable support, payroll administration, reconciliations, financial recordkeeping, report generation, audit support, and general finance administration.

Key Responsibilities Accounting administration

Process and record day-to-day financial transactions accurately and on time.

Maintain the general ledger and ensure transactions are coded correctly.

Prepare and enter journal entries asrequired.

Process accounts payable, including invoices, expense claims, and payment support documentation.

Prepareaccountsreceivable records, invoices, and receipt tracking asrequired.

Record donations, grants, sponsorships, contracts, and other incoming funds accurately.

Maintain orderly accounting records and supporting documentation in digital files.

Support month-end and year-end close by preparing schedules, reconciliations, and working papers.

Run standard financial reports from the accounting system as requested.

Payroll administration

Prepare and process payroll accurately and on schedule.

Maintain payroll records, employee pay data, and payroll-related documentation.

Coordinate payroll changes including new hires, departures, salary changes, vacation updates, and benefit deductions.

Reconcile payroll registers to the general ledger.

Coordinate payroll remittances and payroll-related filings asrequired.

Support year-end payroll processes including tax slips and related documentation.

Liaise with payroll and benefits providers to resolve issues.

Maintain confidentiality and care in handling employee payroll information.

Reconciliations and finance support

Complete bank and credit card reconciliations on a regular schedule.

Reconcile payroll, accounts payable, accounts receivable, and selected balance sheet accounts.

Track outstanding invoices, follow up on missing documentation, and flag issues promptly.

Preparefinancesupport schedules for the CEO, Director, Corporate Operations, and fractional CFO.

Assistwith cash tracking by keeping records current andidentifyingtiming issues in receipts or payments.

Help prepare documentation required for grant claims,funderreporting, and the annual audit.

Administration and coordination

Maintain finance calendars, payment schedules, and filing deadlines.

Help improve consistency in finance processes, templates, and file organization.

Coordinate with staff to obtain invoices, approvals, coding details, and supporting backup.

Support benefits administration as assigned.

Provide general administrative support to the finance function as needed.

Qualifications

Diploma or degree in accounting, bookkeeping, payroll, finance administration, ora relatedfield.

Minimum 3 to 5 years of experience in accounting administration, bookkeeping, payroll, or a similar finance support role.

Experience processing payroll andmaintainingpayroll records.

Experience with accounts payable, accounts receivable, reconciliations, and general ledger support.

Experience working in a nonprofit, charity, or small organization is an asset.

Familiarity with audits and year-end file preparation is an asset.

PCP certification or progress toward it is anasset, butnotrequired.

Skills and Capabilities

Strong accuracy and attention to detail.

Strong organizational and file management skills.

Ability to manage recurring deadlines and multiple priorities.

Sound judgment in handling confidential information.

Clear and professional communication.

Ability to follow procedures andmaintainconsistent records.

Comfort pulling reports and providing support data as requested.

Strong QuickBooks and Excel skills, including the ability tomaintainaccuraterecords, prepare reconciliations, and run reports.

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