Job Title: Finance and HR Assistant

Job Type: 0.6 FTE Finance, 0.4 FTE Human Resources

Reporting to: Executive Director

Wage Rate: $27.42- 29.42

Job Description

Finance Support

· Account Receivable and Account Payable Transactions

· Verifying all invoices and entering into the approved system.

· Completing coding, scanning and copying of invoices in a timely manner.

· Ensuring verification of expenditures and ensuring appropriate authorization.

· Processing payments through Sage 300 platform.

· Preparing cheques or internet payments following approved financial schedule and ensuring distribution after approval.

· Entering new vendors into the Sage 300 platform in order to process payments.

· Maintaining petty cash fund and preparing a summary report monthly.

· Tracking all costs in accordance with requirements of individual budget cost centers.

· Creating new individual records for employees as needed for submission of work hours and on payroll system.

· Providing requested financial records in support of the Audit process.

· Maintain confidentiality and ensure data protection in all Finance processes

· Maintaining electronic and paper filing systems including but not limited to filing of invoices, creation of new files, and moving historical information to storage.

· Developing and maintaining electronic directories and data for all programs and administrative functions including, but not limited to correspondence, general data and reports. These are to be maintained in accordance with approved systems.

Human Resources Support

· Assist with the preparation of HR-related documents and correspondence.

· Maintain and organize employee files, both physical and digital.

· Support the HR team with various administrative tasks as needed.

· Ensure compliance with company policies and procedures in all HR activities.

· Maintain confidentiality and ensure data protection in all HR communications.

· Support HR projects and initiatives by providing administrative assistance and coordination

· Assisting with HR administrative duties

· Schedule and prepare interviews with candidates

· Assist with payroll and benefits

· Pre-screen candidates over the phone

· Maintaining up to date casual staff list

General Administrative Support

· Working with and providing backup coverage to the Executive Assistant

· Responding to telephone calls and to all incoming requests for information or assistance as required. Requests may be received in person, by phone or electronically.

· Processing incoming/outgoing mail and courier.

· Completing opening and closing procedures as appropriate.

· Processing internal and external room booking requests.

· Ensuring follow through of sign-in procedures and all other requirements of Occupational Health and Safety.

Ordering and tracking any office supplies as required or requested and verifying invoices.
Ordering consumable supplies for office, kitchen and washroom as required.
Ensuring supplies in office, kitchen and washroom are re-stocked daily.

Special Tasks

· Any tasks assigned by the management team

· Providing back up to Finance Administrator

· Communicating any concerns to the Executive Director and to the Finance Administrator or HR Manager

Skills and Qualification

· Diploma or Degree in Finance AND/OR in Human Resources

· Working towards CHRP

· Competency in SAGE application

· Demonstrating a high level of skill in all computer applications.

· Utilizing specialized computer applications to support the implementation of agency activities.

· Competency in MS Office applications mainly Excel and Word

· At least 2 years experience in recruitment

· ADP experience would be an asset.

Job Type: Full-time

Pay: $27.42-$29.42 per hour

Expected hours: 37.5 per week

Benefits:

Casual dress
Company events
Company pension
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
On-site gym
On-site parking
Paid time off
RRSP match
Vision care
Wellness program
Work from home

Schedule:

Monday to Friday

Education:

AEC / DEP or Skilled Trade Certificate (preferred)

Experience:

Human resources: 2 years (required)
A/R, A/P: 2 years (required)

Work Location: Hybrid remote in Oshawa, ON L1J 0C6

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Finance and HR Assistant