Trusts and Donations Administrator (Acting)

No.: CUPE C-24-0047UTE

    POSTED: February 13, 2024

DEADLINE: 4:30 p.m. February 28, 2024

Trusts and Donations Administrator

1 – Acting Position

Business Services

CUPE Local 4400 Unit C - Grade L (12 Month)

$34.25 - $40.38 per hour

(It is anticipated that this acting assignment will end on December 31, 2024)

The Toronto District School Board adheres to equitable hiring, employment, and promotion practices.

Reporting to the Manager of General Accounting, the Trust and Donations Administrator will be
responsible for the day-to-day financial activities for the TDSB’s Trust Funds and assist with the
preparing of related financial statements. This will include:
• establishing new and maintain existing Scholarships;
• accepting donations;
• preparing of tax receipts;
• issuing payments to Scholarship and other award recipients;
• allocating interest earned on Trust Funds;
• accepting donations for school activities and issuing tax receipts; and
• providing support and guidance to schools and donors regarding the Board’s policies on Donations.

Summary of Duties:                                      

Ø Provide direction to stakeholders (includes external donors, schools, departments) regarding TDSB tax receipt policy as indicated in the Business Services Procedures and Canada Revenue Agency (CRA) guidelines through use of workshops, meetings, phone calls or e-mails;

Ø Provide direction to stakeholders of Scholarships and Trust funds (includes external donors, department heads, principals and teachers) using a variety of mediums;

Ø Review requests for charitable donation receipts and acknowledge letters;

Ø Establish new and maintain existing Trust Funds in the SAP financial system as required and advise schools of the criteria;

Ø Set up and maintain customers/donors and Scholarships in SAP master data;

Ø Apply payment to the tax receipt;

Ø Issue charitable donation receipts and letters of acknowledgement;

Ø Prepare tax receipts and letters for distribution.

Ø Review NSF cheques prior to the release of tax receipts and pursue recollection of funds;

Ø Process payments for scholarships and verify the terms of the Trust payments are adhered to;

Ø Assist with the preparation of schedules for TDSB annual financial statements as they relate to the Scholarship Funds;

Ø Assist with the preparation of the Annual Charity Information return;

Ø Prepare year-end closing balance and opening balance journal entry;

Ø Determine the allocation of interest earned and record to the appropriate Trust accounts;

Ø Analysis of all balance sheet accounts relating to Trust and Scholarship Funds;

Ø Review and monitor all investments relating to Scholarship and Trust Funds;

Ø Work with other members of General Accounting as required;

Ø Liaison with Canada Revenue Agency on issues and concerns of Charitable organizations to remain up to date with current practices and policies;

Ø Prepare and maintain the documentation of policies and procedures;

Ø Prepare invoices for customers and assist the Revenue and Collection Analyst during peak periods; and

Ø Other related duties as assigned.

Qualifications:

Ø  Three-year community college diploma in Business or Accounting with two years related experience in Accounting, or an equivalent combination of education and experience;

Ø  Proficiency and expertise in the use of computer technology (e.g. e-mail, wordprocessing, spreadsheets, databases, email, internet and financial information systems);

Ø  Experience working with an integrated ERP system (eg SAP) using the financial accounting and controlling modules to review financial data:

Ø  Experience in preparing and analyzing financial reports and schedules for Trust Fund;

Ø  Experience in reviewing and reconciling expenditure and balance sheet accounts;

Ø  Detailed understanding of related Revenue Canada Regulations and ability to complete annual Charity Return;

Ø  Good understanding of accounting policies and procedures;

Ø  Good analytical and problem-solving skills; and

Ø  Strong communication and interpersonal skills.

Special Requirements: 

Ø  Must be able to work overtime on short notice during peak periods (e.g. Year End).

Ø  Also vacation restrictions during year end

Location:     5050 Yonge Street (Wheelchair Accessible) (Hybrid Work Eligible)

Hours:           35 Hours per week

Work Year:   12 Months

Please note:

Applications must be submitted:

1.          In résumé form with a covering letter as one single document to Application.Submission@tdsb.on.ca

2.          With competition # CUPE C-24-0047UTE in the subject line

3.          Apply no later than 4:30 p.m. on February 28, 2024

Only applicants selected for an interview will be contacted.  Applications will not be acknowledged in writing.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the hiring process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times, based on operational requirements. Please refer to Policy P103, Flexible Working Arrangements for more information.