Accounts Payable/ Payroll Assistant | YMCA of Simcoe/Muskoka
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Accounts Payable/ Payroll Assistant

LOCATION: Association Office
DEPARTMENT: Finance
PLACEMENT: Maternity Leave (1 year+)

ABOUT THE YMCA OF SIMCOE/MUSKOKA:
The YMCA of Simcoe/Muskoka currently serves over 125,000 people in Simcoe County and the Districts of Muskoka and Parry Sound in Central Ontario. The YMCA is one of the largest charities within our service area, providing over $1.1 million annually of support and access to our programs and services.

With a staff complement of 1200+ full and part-time staff, combined with over 1,000 volunteers and donors, and an operating budget of $39 million, the YMCA of Simcoe/Muskoka serves over 30,000 annual members and participants through its eight membership centres in Barrie, Collingwood, Gravenhurst, Innisfil, Midland, Orillia, Parry Sound, and Wasaga Beach; 3,000 Child Care families across a number of communities; registers 5,000 day campers in addition to 1000 overnight campers at YMCA Camp Kitchikewana on Beausoleil Island; over 15,000 people through leadership development, outdoor education and family programs at YMCA Geneva Park; and counsels over 20,000 people in several community development programs.

As our Mission Statement affirms, “My Y is dedicated to the growth of all persons in spirit, mind and body, and to their sense of belonging to each other and the global community.” Our Vision for the future is “My Y inspires people to reach their full potential.”

GENERAL FUNCTION:
Finance is responsible for the summarization and deposit of all monies collected by the organization; for ensuring the proper payment of accounts to suppliers of goods and services & for ensuring that all employees receive payment for the work that they do at the YMCA and for ensuring that accurate and timely records are maintained to reflect these activities.

KEY RESPONSIBILITIES:
• Demonstrate strong support and commitment to the mission and core values of the YMCA of Simcoe/Muskoka and the YMCA in Canada.
• Demonstrate strong support and commitment to serving the membership, facility users and all program participants of the YMCA of Simcoe/Muskoka.
• Set up new supplier accounts and changes in supplier information in Unison as needed.
• Check invoices received via email for proper coding and authorization for payment.
• Enter invoices into Unison and save PDF copy to ‘S’ drive.
• Code and enter all Utility invoices for pre-authorized payment (approx. 50/month) and save PDF copy to ‘S’ drive.
• Post invoice batch to Accounts Payable.
• Receive, save, upload all mileage and expense reports. Reconcile after each pay period.
• Process all refund requests checking first for bad debts or NSF payments.
• Produce a pre-cheque and EFT report on Wednesday morning and get 2 approvals.
• Upload EFT file to the bank site and send email to have 2 ‘authorized’ staff approve in the bank site.
• Print cheques as per the pre-cheque report.
• Match invoices with cheques and EFT reports by checking ‘S’ drive PDF copies for accuracy.
• Sort cheques into groups, ie: ready for mail, 1 signature required and 2 signatures required.
• Mail cheques to suppliers.
• Calculate WSIB, part-time insurance and employee assistance plan (EAP) insurance on monthly basis.
• File paid cheques into alphabetical supplier account files.
• Follow up on inquiries from staff and suppliers on status of account.
• Reconcile accounts payable balances with supplier statements received.
• Prepare month end general ledger entries in preparation of monthly financial statements for telephone, photocopy, postage distribution etc.
• Provide payroll information for Youth Quest programs (specific listing) each pay period.
• Assist and work closely with Payroll Administrator when needed.
• Processing of personnel records and maintenance of all seasonal staff from hire/transfer to termination/transfer at end of season.
• Enter payroll data accurately and in a timely manner for all seasonal employees on a two week pay period basis.
• Prepare cheque requests for errors in payroll and ensure that data is updated into payroll system.
• Ensure close of Dayforce system on a timely basis for transmission.
• Adherence to all provincial and federal legislation relevant to job description.
• Process all bad debts for HFR centres.
• Assist and work closely with Auditors on annual year-end audit.
• Keep financial records confidential and secure in a tidy and accessible fashion at all times.
• Maintain a clean and orderly workspace at all times.

JOB KNOWLEDGE/QUALIFICATIONS:
• Community college diploma and/or 2 years accounting experience will be considered an asset; payroll experience advantageous.
• Strong working knowledge of general accounting concepts.
• Should be familiar with all facets of computer accounting, including Mistral, Excel & Word for windows, and computerized payroll input.
• Strong interpersonal skills necessary to deal with staff, suppliers, members, etc.
• Understanding of the necessity to keep information confidential and to meet the requirements of Privacy legislation.
• Clear Police Reference Check and Vulnerable Sector Screening.
• Mandated training (including AODA, Workplace Violence & Harassment, Health & Safety Awareness, Child Protection, etc.) is required before or shortly after commencement of work.

Qualified candidates who wish to be considered are invited to send a resume and cover letter to:

Jeremy Eigenhuis
Accounting Manager
YMCA of Simcoe/Muskoka
Fax: 705-792-7874
Email: Jeremy.eigenhuis@sm.ymca.ca

Applications will remain open until August 18, 2017.

We wish to express our appreciation to all applicants for their interest in this position; however only candidates selected for an interview will be contacted.

Please be advised that all offers of employment are contingent upon the successful completion of a Police Records Check and Vulnerable Sector Screening.

The YMCA of Simcoe/Muskoka is committed to fair and accessible employment practices. Our goal is a diverse, inclusive workforce that reflects the communities we serve. Individuals needing employment accommodation in the hiring process or job postings in an alternative format may contact the Human Resources department.