: Finance Assistant

Title: Finance Assistant

Reports To: Supervisor of Payroll & Finance Administration and Director of Finance and Administration

Position: Finance Assistant

Wage: $24-27 per hour

Summary The Finance Assistant supports the day-to-day financial operations of YWCA St. Thomas-Elgin by helping ensure accounting records, financial transactions, reconciliations, and reporting information are accurate, complete, and processed on time.

Reporting to the Supervisor of Payroll and Finance Administration, the Finance Assistant provides support in accounts payable, accounts receivable, general ledger maintenance, banking, financial reporting, childcare financial administration, grant reporting, budgeting, audit preparation, and other accounting activities.

The Finance Assistant is also the designated backup for payroll processing and must be trained and prepared to complete payroll responsibilities when the primary payroll administrator is unavailable.

The successful candidate must have practical knowledge of and experience using Sage Intacct. The Finance Assistant will use Sage Intacct and related financial systems to process transactions, maintain accounting records, prepare reports, and support improvements to financial processes.

This is a non-supervisory position and does not have direct reporting or presentation responsibilities to the Board of Directors.

Key Responsibilities

Accounting and Financial Administration

- Support the day-to-day processing and maintenance of the organization’s financial records.
- Prepare and enter journal entries, account adjustments, accruals, and other accounting transactions, as assigned.
- Complete bank, credit card, general ledger, and balance sheet account reconciliations.
- Assist with month-end and year-end closing activities.
- Assist with monitoring banking activities, cash balances, and upcoming payment requirements. Identify any discrepancies or unusual transactions.
- Maintain organized financial records in accordance with document-retention audit, and funding requirements.

Accounts Payable and Accounts Receivable

- Process vendor invoices, employee expense claims, cheque requisitions, and other payment requests with the appropriate authorizations and supporting documentation.
- Process customer and funding-related invoices and record incoming payments.
- Prepare bank deposits and maintain accurate records of cash and electronic receipts.
- Monitor outstanding accounts receivable balances and follow up on overdue amounts, as directed.
- Reconcile vendor statements and investigate discrepancies.
- Support the preparation of accounts payable and accounts receivable reports.

Payroll Backup and Support

- Serve as the designated backup for payroll processing and ensure continuity when the primary payroll administrator is unavailable.
- Review timesheets, approved hours, employee changes, deductions, taxable benefits, vacation balances, and other payroll information.
- Support the preparation and submission of payroll-related remittances, including income tax, Canada Pension Plan, Employment Insurance, WSIB, Employer Health Tax, pension,



and benefit deductions.
- Assist with payroll year-end activities, including T4 preparation and reconciliation.

Budgeting and Financial Reporting Support

- Assist with cash flow projections, forecasts, and scenario analysis.

Grant and Funding Administration

- Assist with tracking restricted grants, government funding, deferred revenue, and eligible program expenditures.
- Maintain financial records and supporting documentation for each funding agreement.
- Prepare financial schedules, transaction reports, reconciliations, and expenditure summaries for funding reports.
- Support the financial components of grant applications, funding renewals, and program proposals.

Audit and Compliance Support

- Assist with the preparation of working papers, account reconciliations, schedules, and supporting documentation for the annual external audit.
- Help maintain organized records that support audit, funding, and regulatory requirements.
- Follow Canadian accounting standards for not-for-profit organizations, Canada Revenue Agency requirements, funding agreements, employment legislation, and organizational policies.
- Assist with the preparation and reconciliation of statutory remittances, including HST, payroll deductions, WSIB, Employer Health Tax, pension, and benefits.

Sage Intacct and Financial Systems

- Use Sage Intacct to process transactions, maintain general ledger information, complete reconciliations, and prepare financial reports.
- Maintain accurate vendor, customer, account, department, program, location, and funding-dimension information within Sage Intacct.
- Support reconciliations between Sage Intacct, payroll, childcare management software, banking platforms, and other organizational systems.
- Document financial-system procedures and assist with testing approved system changes.

Organizational Support and Collaboration

- Work collaboratively with the Director of Finance, finance staff, program managers, childcare leadership, and administrative employees.
- Respond to routine financial questions and assist staff with coding, documentation, invoice, expense, and budget-related requirements.
- Support funding applications, contract documentation, financial schedules, and special projects.
- Perform other related duties and special projects as assigned by the Director of Finance.

Qualifications and Requirements

- Diploma or degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and relevant experience.
- Previous experience in accounting, bookkeeping, or financial administration.
- Demonstrated hands-on knowledge of and experience using Sage Intacct is required.




- Experience processing or supporting payroll and the ability to act as a reliable payroll backup.
- Knowledge of accounts payable, accounts receivable, general ledger accounting, reconciliations, and month-end procedures.
- Proficiency with Microsoft Excel, including formulas, worksheets, data organization, and financial schedules.
- Experience working in a not-for-profit, charitable, childcare, government-funded, or multi-program environment is an asset.
- Knowledge of Canadian payroll requirements, statutory remittances, HST, and Canada Revenue Agency requirements is an asset.
- Experience with childcare funding, including CWELCC or municipal childcare funding, is an asset.

Skills and Competencies

- Strong attention to detail and commitment to accuracy.
- Ability to organize work, manage competing priorities, and meet recurring deadlines.
- Sound judgment and the ability to recognize and report financial discrepancies.
- Solid reconciliation, analytical, and problem-solving skills.
- Ability to follow established financial policies, procedures, and internal controls.
- Strong written and verbal communication skills.
- Ability to work independently while seeking direction when appropriate.
- Collaborative and service-oriented approach when working with colleagues and external partners.
- Demonstrated discretion and ability to protect confidential financial and employee information.
- Commitment to the mission, values, and work of YWCA St. Thomas-Elgin.

Why This Position Matters This position plays an significant role in supporting the financial health, accountability, and day-to-day stability of YWCA St. Thomas-Elgin. The Finance Assistant helps ensure that financial information is accurate, expenses and revenues are properly recorded, funding requirements are supported, and staff and program leaders have the information they need to make responsible decisions.

Because the organization operates multiple programs, funding streams, and reporting requirements, this role strengthens the systems that keep services running smoothly behind the scenes. By supporting payroll continuity, reconciliations, grant and childcare funding administration, audit preparation, and Sage Intacct processes, the Finance Assistant contributes directly to strong internal controls, trustworthy reporting, and the organization’s ability to focus resources where they matter most: serving youth, adults, families, and the community.

Commitment to Equity

YWCA St. Thomas-Elgin is committed to equity, inclusion, and social justice. We encourage applications from women, Indigenous peoples, racialized individuals, persons with disabilities, LGBTQ2S+ individuals, and others who reflect the diversity of our community.

This is a new position.

Please apply by October 23, 2026. Interviews may be conducted throughout the recruitment process.

Pay: $24.00-$27.00 per hour

Expected hours: 35.0 per week

Benefits

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care

Application question(s):
- Do you have Sage Intacct experience?
- Do you live within 50 kms of St. Thomas, ON?

Work Location: In person

📌 Finance Assistant (St. Thomas)
🏢 YWCA St Thomas-Elgin
📍 St. Thomas