Finance/Payroll Analyst - Canadian Mental Health Association HKPR

Nov 27, 2020
Peterborough K9H 3L9, Ontario

The Finance/Payroll Analyst is responsible for payroll and benefit processing including remittances, payroll expense forecasting, accounts receivable, accounts payable.  This position will also provide back-up for benefit administration and rent processing including the reconciling and balancing of accounts to the general ledger and the preparation and posting of approved adjustment information.

This position will be responsible for bank reconciliations, and cash flow forecasting. This position will be responsible for the quarterly reporting of the organizations financial and statistical data.

This position will assist the manager in regards to monthly, quarterly and annual budget and financial reporting.  This includes moderately complex financial and accounting processes, as well as, various related clerical duties, preparation of reports, audits and other confidential duties.

Key Responsibilities


  • Review employee time sheets, process bi-weekly payroll
  • Record changes affecting wages such as retro calculations, extra tax deductions, and loan repayments
  • Process and issue employee pay and statements of earnings and deductions to set organizational/federal/provincial deadlines
  • Answer employee inquiries regarding benefit banks, deductions etc.
  • Assist Managers with H.R.I.S. Scheduler templates and program schedules
  • Maintenance of the H.R.I.S. program
  • Post the monthly journal entry from the payroll system
  • Monthly Payroll expense review, analysis and forecasting
  • Calculate and prepare employment related remittance amounts including mandatory costs to the federal and provincial governments, pension, extended health benefits, union dues, wage garnishments etc.

Records of Employment

  • Prepare and submit Records of Employment (R.O.E.) using Canada Revenue Agency online portal and any amendments
  • Handle all inquiries regarding the R.O.E. both internally and externally

Income Tax Documents

  • Prepare, verify, upload reports to Canada Revenue Agency and distribute income tax documents (i.e. T.4.) to C.M.H.A. staff as required
  • Prepare E.H.T. and W.S.I.B. annual returns based on T4 info

Accounts Receivable

  • Prepare and distribute invoice as required, post information into journals and ledgers
  • Reconcile accounts, identify and follow up on discrepancies and delinquent accounts
  • Prepare and process bank deposits – general and fundraising payments (Back up to the Finance Assistant)
  • Credit card processing (Back up to the Finance Assistant)
  • Process and manage payments received (Back up to the Finance Assistant)
  • Monthly review and follow up of the Accounts Receivable aging report

Accounts Payable

  • Match documents and invoices, verify for accuracy, contact suppliers regarding disputes and issues for payroll related expenses (Back up Finance Assistant, Accounting Clerk)
  • Process monthly employee expense claims.
  • Support managers and staff with Concur (employee expense software)
  • Post invoices to internal accounts after reviewing account codes
  • Prepare, batch and input accounts payable and inventory data and make disbursements as required
  • Reconcile accounts payable to the general ledger and identify discrepancies and prepare adjustments as required
  • Monthly review and follow up of the Accounts Payable aging report 

Charitable Receipting

  • Coordinate and verify charitable receipts issued by the Fund Development/Community Engagement team
  • Prepare annual Charitable Return T3010

Financial Reporting

  • Prepare account reconciliations – monthly, and annually
  • Reconcile bank accounts monthly
  • Prepare weekly cash flow forecast report
  • Revenue and expenditure analysis
  • Assist manager with monthly financial reporting, board report
  • Prepare MOH OHRS and funder quarterly financial and statistical downloads
  • Assist manager with preparing agency budgets
  • Assist program management in budgeting and monitoring the financial performance of program budgets
  • Assist manager with quarterly and annual Ministry reporting
  • Assist in year-end audit preparation and liaison with external auditors


  • Prepare periodic reports of earnings, taxes, and deductions and keep records of leave pay and non-taxable wages
  • Assist in budget preparation
  • Assist in preparation of government reports, monthly reports and monthly financial statements
  • Run and organize seniority list for human resources use

Other Activities

  • Back up functions of Finance Assistant

Performance Management and Professional Development

  • Participate cooperatively in the agency performance management process/system
  • Stay current on relevant legislation and best practices, current research, policies and procedures
  • Participate in ongoing professional development and mandatory training
  • Actively engage and participate in supervisory process

Health and Safety – Worker Responsibilities

  • Work in compliance with the Occupational Health and Safety Act, applicable regulations and all organizational health and safety requirements and procedures to ensure the health and safety of clients, staff/colleagues, volunteers and students
  • Actively participate in workplace, departmental and job-specific health and safety orientation, education and training
  • Use or wear any equipment, protective devices or clothing required by the employer
  • Operate any equipment and work in a way that does not endanger self or any other worker
  • Comply with established policies, procedure and work practices regarding health and safety
  • Identify and report workplace and job hazards, defects and contraventions of the Act to the supervisor or employer
  • Report health and safety problems to the supervisor or employer
  • Notify the supervisor if clarification of a policy, procedure or safe work practice is needed
  • Use initiative to reduce risk and apply discretion to solve problems, within scope of authority
  • Work co-operatively with co-workers, supervisor, Joint Health and Safety Committee members and others

Client Safety

Adhere to C.M.H.A. H.K.P.R. client safety programs including program policies as well as infection control and prevention procedures.  In partnership with clients, family members, and fellow staff, maintain open lines of communication to assist the organization in identifying and achieving quality outcomes for client safety.  Report client safety incidents and suggested improvements to manager or delegate.

Other Duties as Assigned

  • Attend, participate in team/staff meetings, and all-staff meetings as required
  • Participate in agency quality improvement activities, e.g. accreditation projects, committees, special events, etc.
  • Participate in quality improvement activities at the team/program level
  • Participate in external committees as required
  • Duties may change from time to time 

Requirements of the Position:

Education and Training

Completion of post-secondary education (degree) in business, accounting, or related field

We recognize that mandatory training before hire is an asset, however, successful completion of the training applicable to this role shall be requirements for continued employment in this position:

  • Health and Safety Training (including but not limited to the following):
    • Globally Harmonized System (previously W.H.M.I.S.)
    • Infection, Prevention & Control
    • Workplace Violence
    • Accessibility for Ontarians with Disabilities Act
  • Applied Suicide Intervention Skills Training (A.S.I.S.T.)
  • Non Violent Crisis Intervention (N.V.C.I.)
  • First Aid/Cardiac Pulmonary Resuscitation (C.P.R.)

Assets with regard to this position:

  • Experience with Microsoft Dynamics G.P. accounting system and Quadrant HR
  • Proficiency with Microsoft Excel, Word and Outlook
  • Knowledge of Ontario Health Care Reporting Standards
  • Enrolment in the Chartered Professional Accountant (CPA) program

Related and Relevant Experience

Mandatory experience

  • Minimum of 3 years accounting, finance and payroll experience

Preferred experience

  • Finance experience in the not for profit sector
  • Intermediate to advanced minus proficiency in French


  • Refer to C.M.H.A. H.K.P.R Competency Matrix


  • Satisfactory police records search and vulnerable sector screening
  • Satisfactory references
  • Ability to work remotely, for example from home, as required.
    • Requirement to have reliable home internet service and the technology to complete work from a remote location, for example computer/laptop, telephone, etc.

Working Conditions:

  • Works primarily in an office setting (C.M.H.A. administrative offices)
  • There are multiple competing demands which require time management skills, the ability to be flexible and to prioritize
  • Has limited contact with individuals living with serious mental illness and/or dual diagnosis and/or addictions, individuals who are experiencing emotional and/or mental health issues
  • Work in a remote environment, such as a personal home, as required

For more information and to view the job description, please visit us at

Please submit your resume and cover letter by email to and reference the specific job posting # FPA-FT-11-20 in the subject line.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. C.M.H.A. H.K.P.R. Branch endorses the principles of workplace equity and workforce diversity. Qualified designated members are encouraged to apply.

This job is from CharityVillage
How to Apply