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:
- 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 payments cheques to the program managers
- Assist the Finance & Accounting Manager to enter the electronic funds transfers (EFT) for bill payments into CMO.
- In consultation with Finance & Accounting Manager answer any vendor inquiries regarding payments; resolving 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 to complete remittances for third-party insurance provider 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 to maintain 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
- Calculate and send the monthly invoices for all ICSG parents
- Verify and gather the parents bank information and input the data in the fee sheet and QuickBooks
- Process parents 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 customers 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 in consultation with the Finance & Accounting Manager issue reimbursements if needed
- Reconcile customer account statements to QuickBooks and immediately report to 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 attendances 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 to prepare month-and year-end financial reporting and reconciliations in accordance to assigned due dates for the year end audit, complete year-end activities and/or reports as per assigned timelines.
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- 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 accuracy for 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 to calculate and process 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 to calculate and process teaching staff bonus and retro pay
Assist the Accounting & Finance Manager to:
- Reconcile bank accounts on a monthly basis along with preparing monthly financial statements.
- Prepare monthly administration and benefit reports for Finance & Accounting Manager to review; addressing any inquires and/or adjustments to the information.
- Update financial data in 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 attendances 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
Job Type: Full-time
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Schedule:
Ability to commute/relocate:
- North York, ON M3H 3X2: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Must live close to working location which is 272 Codsell Ave, Toronto. PLEASE DON"T APPLY if you are unable to commute to the working location everyday.
Education:
- Bachelor's Degree (preferred)
Experience:
- QuickBooks: 2 years (required)
- Bookkeeping: 2 years (required)
Language:
Location:
- North York, ON M3H 3X2 (required)
Willingness to travel:
Work Location: In person
Application deadline: 2024-06-15
Expected start date: 2024-06-03