Full Time Non Union Admin-Finance Burlington, ON, CA

5 days ago Requisition ID: 1129

Salary Range: $54,000.00 To $58,000.00 Annually

Position Type: Permanent Full-Time
Hours: Monday to Friday, from 8:30 am to 4:30 pm

Location: Burlington

Reports To: Director of Finance and Operations

Application Deadline: August 14, 2026

Position Summary
The Database & Fundraising Systems Specialist is responsible for maintaining the accuracy, consistency, and integrity of the organization’s donor data and supporting donation processing across systems — this is the primary function of the role. Reporting to the Director, Finance & Operations, this role works closely with Finance, Fundraising, an external advisor, and system partners to ensure data is accurate, processes are followed, and systems are aligned.

This is a multifunction role. In addition to database ownership, and under the accountability of Finance and Human Resources, the role leads grant project management and reporting, provides backup support for accounts payable, and assists with HR administrative support. The role also supports Raiser’s Edge, Blackbaud Financial Edge, Mailchimp, and integration tools such as Omatic, and contributes to reporting, system optimization, and ongoing improvement of how data is used across the organization. Success requires strong attention to detail, accountability, and flexibility.

Time allocation: approximately 3.5 of 5 working days are dedicated to core database and data-entry functions — entering donations and processing receipts in Raiser’s Edge — with the remaining 1 day per week allocated across the accounts payable, grant, and HR functions described below.

Key Responsibilities
1. Donor Data Entry & Receipting

Enter and maintain donor and gift information in Raiser’s Edge with a high level of accuracy

Support reconciliation of donations across Raiser’s Edge and Financial Edge

Ensure donor and gift records align with financial reporting and coding structures

Provide basic support to staff using the donor database

Process weekly gift receipting and issue donor acknowledgements and tax receipts in accordance with CRA requirements

2. Data Quality & Controls

Perform regular data checks to identify errors, duplicates, and missing information

Ensure required fields and classifications are consistently completed

Follow established standards for all data entry, updates, and corrections

Document all processes clearly and maintain up-to-date procedures

3. Systems, Integration & Optimization

Support alignment across Raiser’s Edge, Mailchimp, and Financial Edge

Assist with onboarding and use of integration tools (e.g., Omatic) to improve data flow and reduce manual work

Identify and implement improvements to how systems are used, optimizing system use and leveraging existing tools more effectively

Prepare routine reports to support Finance and Fundraising





Assist in building and maintaining basic dashboards and reporting outputs

Design structured reporting to support decision-making

5. Accounts Payable Support (Backup)

Provide backup support for accounts payable functions, including invoice processing, coding, and vendor payment support, under the direction of the Finance team

Train on accounts payable procedures and systems to build capacity to cover this function as required

Ensure accuracy and timeliness of assigned accounts payable tasksOwn the preparation and submission of grant reports to funders, ensuring accuracy, completeness, and on-time delivery

Act as the day-to-day point of contact for assigned grants, managing deliverables and reporting deadlines across active funding agreements

Track and reconcile grant revenue and expenses to ensure accurate allocation and reporting to funders

Lead or coordinate monthly check-ins with sponsors/funders, alongside management and directors

Coordinate the monthly grant work plan overview with the Director of Program & Services, Supervisors, and staff

Complete monthly reconciliation between Raiser’s Edge and Financial Edge related to grant revenue

7. Human Resources Administrative Support (Assist)

Provide general administrative support for HR initiatives as assigned, under the direction of the HR function

8. Other Duties

Other duties as assigned, consistent with the scope and level of this role

What You Bring
Experience & Skills

0–2 years of relevant experience or demonstrated aptitude

Post-secondary diploma or degree in business, accounting, administration, or a related field is an asset (not required); equivalent experience will be considered

Strong attention to detail and accuracy

Comfortable working with data, spreadsheets, and systems

Basic proficiency in Excel

Willingness to learn Raiser’s Edge, Financial Edge, Mailchimp, and integration tools

Exposure to or interest in accounts payable, grant administration, or HR administrative functions is an asset

Personal Qualities

Organized and reliable

Strong focus on accuracy and follow-through

Comfortable working within structured processes and clear expectations

Proactive in identifying issues and asking questions

Able to manage multiple tasks and meet deadlines

Flexible and adaptable in supporting cross-functional priorities across Finance and HR

What Success Looks Like

Donor data is accurate, complete, and consistent across systems

Donations reconcile cleanly to Financial Edge





Integration between systems improves efficiency over time

Reporting becomes more reliable and useful for decision-making

Processes are clearly documented and consistently followed

Grant project management and reporting are led effectively, accounts payable backup support is reliable, and HR administrative support is delivered accurately, alongside core database responsibilities

What we offer:

Time off perks

Retirement Savings Plan options

Hybrid work model under consideration

Requirements

Two-step Tuberculosis Skin Test (TB Test)

As part of the recruitment and selection function, HWP will collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWP Hiring Practices Administrative Procedure, HWP’s Employment Equity Policy and Ontario’s Anti Racism Data Standards: Personal information is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HWP’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce is vital because the workforce should be reflective and representative of the community.

Although hiring policies must adhere to the qualification requirements set out in applicable Regulations and any applicable collective agreement provisions, HWP recognizes the importance of the following when developing its selection and evaluation criteria: valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Accommodation: Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.

Wellness: The HWP is committed to providing a respectful and healthy work environment.

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