Finance And Operations Specialist

HealthCareCAN is seeking a highly organized and detail-oriented Finance and Operations Specialist to join its team. The Specialist uses their technical and analytical skills to effectively maintain the financial records of the organization and provides operational support that contributes to HealthCareCAN’s success.

Reporting to the Chief Operating Officer, the position requires an individual who can both work collaboratively in a team environment and who is self-motivated and able to work on their own. To be successful in this role you have strong accounting, analytical, problem solving and customer service skills.

• Location: Ottawa – Mostly remote with requirement to work at a downtown office location approximately one day a week
• Employment type: Full-time
• Start Date: ASAP
• Salary Range*: $60,000 to $75,000 (commensurate with relevant experience and skills)

DUTIES AND RESPONSIBILITIES

Finance (80%)

• Create customer invoices, track and follow up on aged receivables, and alert relevant parties when received;
• Enter credit card sales and reconcile receipts to bank on a daily basis;
• Enter supplier/vendor invoices (code, verify, reconcile transactions), ensure required approvals of invoices, and prepare for payment;
• Maintain, track and organize electronic invoices and supporting documentation;
• Review and enter credit card purchases, ensure required approvals and supporting documentation;
• Review and enter staff expenses and ensure expenses are paid in a timely manner;
• Monitor the finance department email;
• Ensure vendor and customer files in accounting software are up to date;
• Prepare bank and credit card reconciliations, including entering relevant transactions;
• Assist with preparation of month‐end journal entries for amortization, membership revenue, other deferred revenue, and prepaid expenses;
• Prepare bi‐weekly payroll and benefits journal entries;
• Coordinate with the CHA Learning team regarding student financial transactions, products and services;
• Assist with general ledger reconciliations;
• Assist with month‐end activities and other month end journal entries and calculations;
• Assist with the preparation of monthly financial statements and financial reports;
• Support COO with preparation for the annual year‐end audit, including preparation of working papers and supporting documentation.

Operations and Administrative (20%)

• Organize and maintain a comprehensive system of electronic files and documents related to financial and administrative records to ensure accurate records are maintained;
• Assist with the preparation of bi‐weekly payroll (Ceridian), pension calculations, and reconciliation of benefit premiums, as required;
• Assist with HR policy development, research and benchmarking, as required;
• Coordinate meetings and provide administrative support to the COO, as required;
• Maintain office equipment and systems, for example postage machine, phone system, printer/copier and maintain vendor relationships;
• Ship textbooks and other packages as required;
• Maintain inventories necessary for operations;
• Monitor general voice mail and respond to general inquiries.

EDUCATION & EXPERIENCE

• Post‐secondary education in accounting, college certificate or university degree;
• Minimum 3 years experience in a similar finance role preferably in a small or medium sized organization;
• Experience with Quickbooks Online highly desirable;
• Excellent understanding of general accounting principles;
• Experience using Excel for financial analysis required;
• Experience in a not-for-profit and/or charitable organization an asset;
• Knowledge of HST / GST related to charities an asset;
• Experience using software tools to automate financial and administrative processes.

KEY SKILLS & ATTRIBUTES

• Exceptional attention to detail and high degree of accuracy with data entry;
• Extremely efficient, with the ability to prioritize tasks and meet deadlines;
• Solution‐oriented, proactive and independent thinker;
• Strong interpersonal and teamwork skills;
• Problem-solving skills and demonstrated ability to apply sound judgement;
• Skilled using software such as MS Teams, Outlook, Word.

HealthCareCAN is the national voice of healthcare organizations and hospitals across Canada, delivering high-quality products and services to members in support of health system innovation and transformation. We advocate in support of health research and innovation; to enhance access to high-quality health services for Canadians; and we empower health professionals through our best-in-class learning programs offered by our professional development division CHA Learning.

How to apply: To apply for this opportunity, please forward your cover letter and resume, in confidence via our recruitment agent at careers@businesssherpagroup.com no later than March 8, 2024.

HealthCareCAN is committed to fostering a culture of inclusion, diversity, equity and access, where all our employees feel respected and valued and have an equal opportunity to achieve success. We encourage applications from all qualified individuals.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please contact us if you require additional support or accommodation at any stage of the recruitment process.