Job Description

Finance Administrative Assistant

Finance

Kitchener, Ontario

Department

: Finance

Employment Type

: Part-time, permanent, hybrid (in-office and remote) role

Minimum Experience

: Entry-intermediate level



Job Purpose


Reporting to the Chief Operating Officer, the Finance Administrative Assistant works closely with the Finance team providing essential support by assisting with day-to-day accounting operations and compliance requirements. This role is responsible for processing accounts payable and receivables and assisting with reconciliations, month-end, and year-end processes. The Finance Administrative Assistant also supports audit preparation, compliance reporting, and other accounting functions as required. By delivering reliable financial and administrative support, this position helps safeguard organizational resources, ensures compliance with regulatory requirements, and contributes to the overall effectiveness of the Finance team.



Responsibilities and Duties


EXAMPLES OF THE ROLE'S RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO:



1. Ensuring accuracy and timeliness in Accounts Payable and expense reporting:

Processing accounts payable invoices and staff expense reports. Verifying coding, approvals, and compliance with organizational policies. Maintaining vendor files and responding to payment inquiries as needed.


2. Supporting tasks related to Accounts Receivable and deposits:

Preparing and issuing invoices and receipts. Recording and monitoring incoming payments. Submitting cash deposits at branch locations and cheque deposits at the office when required.


3. Contributing to month-end and year-end processes as needed:

Assisting with reconciliations, schedules, and reporting requirements. Supporting data integrity and timely completion of financial close activities.


4. Assisting with audits and compliance reporting:

Preparing documentation and supporting schedules for auditors. Assisting with annual Charity Returns and other regulatory filings.


5. Assisting with other tasks as needed to support team and organizational goals.

Specific examples may vary from year to year as priorities of The Food Bank change.



Location and Hours

The Food Bank of Waterloo Region is located at 50 Alpine Court in Kitchener, Ontario. The role combines in-office and remote work (hybrid work arrangement begins once the incumbent's probationary period is complete). Hours of work are generally between 8:30 am and 4:30 pm, Monday-Friday, for up to 30 hours per week (

22 hours per week expected on a regular basis; up to 30 hours per week around month end and year end

). However, to meet the objectives of The Food Bank and commitments to our volunteers, members, and community, some irregular hours may be required. This would include no more than two evenings a week and/or two weekends a month.

Reporting Structure and Working Relationships

The Finance Administrative Assistant reports to the Chief Operating Officer. This role is an integral part of our Finance team. A significant amount of time in this role is spent working with other members of the Finance team.

Minimum Qualifications and Experience

Diploma or certificate in Accounting, Finance, or related field. Demonstrated knowledge of accounting or bookkeeping principles through work or volunteer experience. Solid understanding of GAAP. Demonstrated proficiency with financial systems. Knowledge of Financial Edge an asset. Experience in the non-profit sector or with issues related to hunger, poverty, or community development considered an asset.
An equivalent combination of education and experience will be considered.



Required Work Capacities (Skills and Abilities)

Physical Requirements

Approximately 90% of time spent on desk- or computer-based work, and 10% on standing, walking, or light physical activity. Minimal bending, twisting, lifting, carrying, pushing, or pulling items, including to/from floor. Performing activities requiring near and far vision, speaking, and hearing. Working primarily indoors in a shared office environment with minimal exposure to warehouse conditions (temperature changes, dust, noise, fumes). Local travel within Waterloo region (i.e., for bank deposits) may be required.

Social, Emotional, and Cognitive Demands

Superior attention to detail and accuracy, maintaining focus and adhering to precise standards when reviewing and entering financial data. Strong organizational and time management skills to balance multiple priorities, projects, and deadlines effectively. Sustained concentration and alertness to ensure accuracy in reading, processing, and inputting information. Adaptability, initiative, and sound problem-solving skills, including the ability to manage conflict constructively. Ability to work independently with minimal supervision and as part of a team. Effective collaboration and teamwork, contributing to team goals and organizational culture while maintaining accountability for individual results.


Why Work for Us?

We have a passion to live our vision - a Waterloo region where no one experiences hunger - and are committed to helping obtain and distribute emergency food from our neighbours for our neighbours. Our employees and volunteers are invested in and passionate about the work they do and are inspired to drive thoughtful innovation and growth. We take the work seriously but try not to take ourselves too seriously; we understand the importance of the work we do and teamwork while balancing fun, excitement, and camaraderie in the workplace.


What benefits does The Food Bank offer?


Some benefits and perks provided by The Food Bank of Waterloo Region include*:

Competitive salaries/wages! We're a proud certified Living Wage Employer (Ontario Living Wage Network). We believe that all employees should be paid a wage that allows them to meet their basic needs while also participating in community life. Dental, drug, and supplemental healthcare coverage for individuals, couples, or family. A mental health and well-being focus with short-term counselling and resources provided by our Employee Assistance Program (EAP) and coverage for counselling services. Vision care coverage. An RRSP matching program. A Healthcare Spending Account to cover out-of-pocket expenses and a Lifestyle Spending Account to broaden the range of coverage available to employees. A Bring Your Own Device allowance to cover work-related cell phone use ($ depending on role). Professional dues and association fee coverage. A generous vacation package, paid sick and family responsibility days, paid floating days, and birthday off. Hybrid work environment (where applicable). Closing early on Fridays in the summer. some benefits may depend on employment status, such as full-time permanent employment.*

We are an equal opportunity employer. We believe that diverse teams perform better and that fostering an inclusive work environment is a key part of growing a successful team. We welcome people of diverse backgrounds, experiences, and perspectives.

The Food Bank of Waterloo Region is committed to accessibility and to protecting the human rights our job applicants during the recruitment process. Should, at any point throughout the recruitment process, an applicant require accommodation or communication in an alternative format because of a disability, please contact Human Resources at 519-743-5576. We are committed to providing accommodation or alternate formats upon request within a reasonable time in a mutually agreed upon format. No phone calls please. Only candidates selected for an interview will be contacted.