Job Description

Safe Harbours is seeking a detail-oriented Finance Clerk with strong experience in per-diem billing, reimbursable expenses, QuickBooks Online, and QuickBooks Payroll. The ideal candidate thrives in a regulated, fast-paced environment and understands that billing structures, rates, and agreements vary across children and agencies in the foster care sector.

Key Responsibilities

Per Diem Billing & Accuracy

Prepare per-diem invoices for multiple children and homes. Apply correct billing rates, program levels, and CAS agreements. Track placement start/end dates to ensure compliance with authorization periods.

Reimbursable Expenses

Process reimbursable expense submissions with full documentation. Allocate expenses to the correct child/project and ensure billable charges appear properly on invoices. Follow up on missing or unclear documentation.

Respite Payments & Adjustments

Process respite payments for foster parents and staff. Ensure correct allocation of respite costs, including deducting applicable per-diem amounts from the home receiving respite. Maintain clean reconciliation with monthly billing and payroll.

QuickBooks Online & Payroll

Enter and reconcile financial data in QBO with strong accuracy. Support QBO Payroll, verify timesheets, categorize earnings, and maintain payroll records. Assist with pay runs and statutory deduction accuracy.

Accounts Receivable & Accounts Payable

Maintain A/R aging, monitor overdue invoices, and communicate with CAS finance departments. Process A/P including foster parent payments, respite, vendors, and recurring bills. Reconcile accounts and allocate expenses correctly.

Contract Awareness & Rate Variability

Understand differences between per-diem rates, Program Levels, ISAs, shared staffing costs, and respite arrangements. Identify discrepancies and ensure proper billing structures are applied.

General Finance Support

Assist the Executive Director with monthly financial reports and summaries. Maintain organized financial records for audits, licensing reviews, and compliance. Recommend improvements to billing and financial workflows.

Qualifications

2+ years of bookkeeping, billing, or finance experience. Strong proficiency with QuickBooks Online and QuickBooks Payroll (required). Experience in social services, childcare, healthcare, or project-based billing an asset. Understanding of reimbursable expenses, respite payments, and cost allocations. Exceptional attention to detail. Strong communication and organizational skills. Comfortable working with variable agreements and multiple rate structures.

Employee Benefits

Safe Harbours offers a supportive environment with close working relationships and meaningful work that impacts children and families.

We also provide a comprehensive benefits package:

Hybrid work: One scheduled work-from-home day per week. Company-issued technology: Laptop + cell phone with plan. Group benefits after 3 months, including: Extended health, dental, and related benefits Health Spending Account (HSA) / Cost-Plus account Employee Assistance Program (EAP) for confidential wellness, mental health, or personal support Group RRSP after 3 months: Safe Harbours contributes 3% of your gross pay, matching your 3% employee contribution Total: 6% of your earnings invested toward retirement
Job Type: Full-time

Pay: $53,000.00-$56,000.00 per year

Benefits:

Casual dress Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match Vision care Work from home
Application question(s):

Have you worked for a NGO?
Education:

Bachelor's Degree (required)
Experience:

QuickBooks: 3 years (required)
Language:

English (required)
Work Location: In person