Position Summary The Finance & Human Resources Administrator reports directly to the Chief Executive Officer and works closely with the Senior Management Team to support the day-to-day financial and human resources administration of the organization. This position provides essential administrative support to the organization’s financial operations, long-term fiscal sustainability, and employment practices.

The position is responsible for a broad range of accounting and financial administration functions, including general ledger maintenance, journal entries, bank deposits and reconciliations, accounts payable and receivable, payroll processing, employee perks administration, and financial record keeping.

The Finance & Human Resources Administrator prepares financial reports, funding claims, and supporting documentation for management, funders, and external stakeholders, while ensuring compliance with organizational policies, funding agreements, and applicable legislative and reporting requirements. This role supports organizational and program budget development and monitoring, financial forecasting and planning activities, cash flow management, and the annual audit process through the accurate maintenance of financial records and reporting systems.

The Finance & Human Resources Administrator also coordinates the administrative functions associated with recruitment, hiring, onboarding, employee benefits, staff training and professional development, and employee records. The position plays an important role in maintaining the integrity, accuracy, accountability, confidentiality, and organization of the Society’s financial and employee information while ensuring administrative processes are completed accurately, consistently, and in a timely manner.

Salary Range

$60,000 – $80,000/Annum

Reporting Line

Directly accountable to Chief Executive Officer

Core Competencies

- Accountability
- Accuracy
- Confidentiality
- Organization
- Dependability

Duties & Responsibilities

Financial Administration

· Prepare program, funder, and cash flow reports as directed by the Chief Executive Officer and Board of Directors.

· Prepare invoices, funding claims, and financial reports in accordance with organizational and funder requirements.

· Process bank deposits and perform bank reconciliations to ensure accurate financial records.

· Maintain financial information systems through accurate data entry, record keeping, and reporting functions.

· Process accounts payable and accounts receivable transactions, ensuring timely payments and collections.

· Process payroll for employees and maintain accurate payroll records and documentation.

· Prepare and distribute annual T4 slips and other required payroll-related reports.

· Ensure compliance with Canada Revenue Agency (CRA) requirements, including payroll remittances, source deductions, GST reporting, and applicable tax requirements related to operations on and off reserve.

· Analyze, record, and reconcile financial transactions, including month-end and year-end journal entries and adjustments.

· Prepare monthly financial statements and supporting reports for review by the Chief Executive Officer, Management Team, and Board of Directors.





· Support the development and monitoring of organizational and program budgets, financial forecasting and planning activities, and cash flow management.

· Maintain fixed asset records and calculate depreciation for accounting and reporting purposes.

· Follow established financial policies, procedures, and internal controls to safeguard organizational assets and maintain accurate financial records.

· Coordinate and prepare year-end working papers, schedules, financial records, and supporting documentation for the annual audit.

· Maintain confidential financial and payroll information in accordance with organizational policies and applicable legislation.

· Provide financial and administrative support to the Chief Executive Officer, Management Team, and staff as required.

Human Resources Administration

· Coordinate the administrative aspects of employee recruitment and hiring in collaboration with the Chief Executive Officer and appropriate management staff.

· Prepare and post employment opportunities through approved recruitment channels and maintain records of active and completed job postings.

· Receive and organize employment applications and supporting documentation for management review.

· Coordinate interview scheduling, reference checks, and other recruitment documentation as required.

· Prepare employment documentation and support the completion of required hiring and pre-employment processes.

· Coordinate new employee onboarding and orientation, ensuring required organizational forms, policies, acknowledgements, and employment documentation are completed.

· Establish and maintain accurate and confidential employee personnel files and records.

· Maintain employee documentation related to employment status, positions, compensation, contracts, attendance, and other employment-related changes.

· Administer employee health and dental benefit records, including enrollments, changes, terminations, reconciliations, and communication with benefit providers.

· Maintain accurate records of employee benefit eligibility and deductions and ensure information is appropriately reflected in payroll.

· Coordinate and support staff training and professional development opportunities in collaboration with the Chief Executive Officer and Management Team.

· Maintain accurate records of employee training, certifications, professional development, and other required qualifications.

· Track mandatory training requirements, renewal deadlines, certification expiry dates, and other time-sensitive employee requirements, and provide timely reminders to employees and management.

· Assist with the scheduling, registration, documentation, and record keeping associated with internal and external staff training and professional development.





· Track required employee documentation and notify management of outstanding or expiring documentation where applicable.

· Maintain confidentiality and securely manage employee and personnel information in accordance with organizational policies and applicable privacy requirements.

· Provide administrative support to the Chief Executive Officer and Management Team in relation to recruitment, onboarding, employee documentation, training, professional development, and other human resources processes.

· Perform other related human resources, financial, administrative, and clerical duties as assigned.

Reporting Relationship and Authority The Finance & Human Resources Administrator is an operational and administrative support position and does not hold supervisory or managerial authority unless specifically delegated. Final responsibility for financial decision-making, budget approval, hiring decisions, employee performance management, discipline, termination, and other management decisions remains with the Chief Executive Officer and appropriate members of the Management Team.

Requirements

· Diploma or degree in Accounting, Finance, Business Administration, or a related field.

· Minimum three (3) years of related accounting and financial administration experience.

· Payroll certification or equivalent payroll experience preferred.

· Experience in not-for-profit or charitable financial operations preferred.

· Strong finance, accounting, and payroll experience required.

· Previous human resources administration experience is considered an asset but is not required; training and support will be provided for the HR responsibilities of the position.

· Knowledge of government funding, grant reporting, and Indigenous-serving organizations considered an asset.

· Knowledge of applicable CRA requirements related to payroll, GST, and charitable organizations.

· Strong computer, accounting software, organizational, and record-keeping skills.

· Satisfactory Criminal Record Check and Child and Youth Intervention Record Check (CYIM) required. A credit check may be required due to the financial responsibilities of the position.

Work Conditions

- Primary office-based, with potential for approved remote work based on operational requirements
- Regular use of computers, financial systems, and confidential employee and financial information
- Periods of increased workloads may occur during payroll, reporting deadlines, budget preparations, and year-end audit.
- Required attendance at Board and Staff meetings, training, or organizational events may be required.

All potential applicants are required to submit a current (6 months) Criminal Records Check, Child Intervention Check, and Credit Check, and provide two (2) references, cover letter and resume as a part of their application package.

Submit complete package to:

Opokaa’sin Early Intervention Society

241 Stafford Drive North, Lethbridge AB T1H 2A5

ATTN: Human Resources

Email: [email protected] Ph: (403)380-2569 | Fx: (403)327-6775

Pay: $60,000.00-$80,000.00 per year

Benefits

- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match

Work Location: In person

📌 Finance & Human Resources Administrator (Lethbridge)
🏢 Opokaa'sin Early Intervention Society
📍 Lethbridge