Manager, Finance - Ottawa, Canada - Canadian Mathematical Society

Description

About us

Our work environment includes:

• Snack provided
• Flexible working hours
• Safe work environment

The CMS provides a great working environment with good work/life balance. The hours are 35 hours per week and are flexible. Health and dental benefits as well as a generous pension plan are provided. We are a small close knit team working to promote mathematics in Canada.

The Manager, Finance & Operations is required to provide timely and accurate financial services, necessitating the use of various software including: Moneris & RBC Express, accounting software (currently Sage ERP), Sage CRM, Excel spreadsheets, electronic mail and word processing.

The Manager, Finance & Operations is also responsible for ensuring the operations of the Executive Office runs smoothly. The Manager, Finance & Operations requires significant communication experience, sound judgment, initiative, and independence.


QUALIFICATIONS
- in-depth experience of accounting and auditing principles and procedures;
- degree in accounting;
- knowledge of fund-based accounting;
- minimum of 5 years of experience working with a non-profit or charitable organization;
- proven spreadsheet and computerized accounting experience;
- excellent and proven communication skills in both official languages;
- ability to use discretion when communicating with clients;
- knowledge of human resource management;
- ability to perform the required duties and responsibilities with mínimal supervision;
- ability to work with diligence and accuracy within established priorities and schedules.


MAJOR DUTIES AND RESPONSIBILITIES
These include but are not limited to the following:

Finance
- preparing all invoices and deposits;
- posting of all accounts payable and receivable using Sage ERP and Sage CRM accounting software;
- preparing cheques and electronic payments for signature by authorized signatories every three weeks;
- posting of A/R and A/P sub-ledgers to general ledger.
- monthly review and follow-up of outstanding receivables and payables;
- preparing and posting journal entries as required;
- reconciliation of sub-ledgers and accounts (including all CMS Restricted Funds);
- reconciliation of the Society's financial records to the Society's database records to ensure accurate and complete records are maintained;
- preparation, review and verification of month-end reports;
- performance of internal audit procedures, reports and related financial matters;
- distribution of quarterly financial reports to the Finance Committee members and others as required.


Year-end and Audit Procedures:

- ensuring that all necessary reconciliations are completed;
- following-up year-end expense and revenue submissions, estimates and confirmations;
- preparing all schedules and working papers for the external auditors;
- preparing final year-end financial statements;
- meeting with the CMS officials and auditors as required to review audit matters;
- ensuring that all necessary year-end adjusting entries are posted and financial records are closed;
- completing government reports for approval and submission by required deadlines.


Yearly Budget Preparation:

- analysing and updating spreadsheet formats, formulas and audit numbers;
- preparing budget request documents and distributing as required;
- preparing budgets for all funds and other budget data as required;
- inputing all budget data and estimates received from committee chairs, editors, staff, etc.;
- attending all budget review meetings;
- preparing documents and other materials for distribution to the Finance and Executive Committees for approval;
- making adjustments recommended by Finance and Executive Committees and preparing documents for distribution to the Board of Directors for approval;
- preparing final approved budget documents for distribution;
- inputting of approved budget amounts into Sage ERP;
- ensuring that copies of all budget materials and reports are filed appropriately.


Human Resources/Payroll
- preparing employment contracts;
- sending out job search advertisements;
- managing all payroll duties as required;
- reconciling payroll invoices;
- assisting Executive Director in managing staff;
- preparing timesheet forms for staff, and monitoring and summarizing timesheets prepared by employees.


Committees:

- gathering all required documents prior to Executive Committee and Board of Directors and Annual General meetings;
- preparing and distributing agendas with links to all required documents;
- attending Executive Committee, Board of Directors, and Annual General meetings;
- recording minutes of meetings and preparing draft minutes and submitting for approval;
- posting of minutes on website as required;
- filing of all corporate documents.


Other Duties:

- managing office equipment and supplies;
- resolving any building issues;
- managing registration desk at meetings;
- maintaining copies of all contracts;
- attending and participating in r