Undertake the daily clerical and transactional accounting functions for the agency and other external agencies through purchased service agreements. Performing the duties of the position at multiple sites. Daily clerical and transactional functions related to accounts payable, accounts receivable, general ledger maintenance, payroll and fundraising. Complete bank deposits and generating online preauthorized payments and preauthorized deposits and post journal entries.

RESPONSIBILITIES & DUTIES:

The position is responsible for the daily clerical and transactional accounting functions for the agency and other external agencies through purchased service agreements as follows:

Internal and External Agency Responsibilities

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- Identify inaccuracies and miscalculations within expenses approved for payment and or cost processing by other departments and recommend action to correct.

- Assists as required with clerical and transactional payroll functions.

- Input fundraising data and running reports as required. Recurring entries, pledges & donations

- Complete internal and external report templates as required.

- Analyze miscellaneous revenue on a monthly basis identifying improper charges and preparing necessary journal entry corrections.

- Reconcile company visa cards monthly preparing journal entries to recognize expenses

- Reconcile HST rebate and complete federal return

- Assist with Year End procedures

- Other duties as assigned and which are within the scope of the position and which further the objectives and goals of the organization.

External Agency Responsibilities

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- Review all payables for accuracy, reasonability and proper authorization.





- Generate payments based on terms and cash reserves available

- Preparing deposits for bank and record deposit in the accounts receivable sub-ledger.

- Process online banking entries for various banks

- Review all invoicing requests for accuracy and proper authorization. Follow up with managers or third parties for collection on outstanding items.

- Generate invoices and distribute

- Process all current memberships, cancellations and hiatus requests. Maintain membership information via online preauthorized deposit vehicle

- Generate monthly membership payment transactions.

- Enter in timecards and process biweekly payroll. This includes generating and administering all reports including the file to the bank and Human Resource requirements such as verifying vacation and sick entitlements.

- Provide direction and oversight to volunteer counting and balancing cash and credit /debit card payments by program and or event on a weekly basis.

- Review reception’s cash reconciliation and confirm balances by source and or program.

- Process credit / debit card transactions via handheld payment terminal as required. Matching receipts with daily reconciliation determining proper account distribution and enter into general ledger





- Monthly reconciliation of accounts payable and accounts receivable sub-ledgers. Investigate any anomalies and process necessary adjustments.

- Monitor revenues and expenses for special events. Reconciling floats as needed

- Balance cash in the custody of the Accounting Department and securing compliance with good cash controls over funds in other departments that ensure the safeguarding of cash and minimizing the risk to the individual custodians of that cash.

- Journal entries as required

Internal Agency Responsibilities

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- Assist with the completion of the Annual Charitable Information Return by auditing annual tax receipts and preparing reports and providing proper documentation for cash and gift-in-kind receipts.

- Assist with audit process through analysis and providing substantiating documentation to the external auditor according to their stipulations.

- Comprehensive review of accounts payable customers to ascertain which payments require T4A’s according to Canada Revenue Agency regulations. Securing required data necessary. Research any new or changing regulations and generate tax slips and annual reconciliation to the federal government

- Audit monthly mileage reports for accuracy and ensuring proper approvals are obtained according to collective agreement criteria for timelines. Process payments and generate cheques. Once payments have been signed off on the cheques can be distributed and the documentation organized for record retention purposes.

- Generate monthly journal entries based on budget approved allocations as well as other entries required for proper cost distribut

📌 PFT - Bookkeeper (Canada)
🏢 Canadian Mental Health Association - Windsor Essex County
📍 Canada