Accounting and Payroll Coordinator

NUPQU DEVELOPMENT CORPORATION

ACCOUNTING AND PAYROLL

COORDINATOR

PERMANENT, FULL time

POSITION SUMMARY:

The Accounting and Payroll Coordinator is responsible for performing the day-to-day accounting functions of Nupqu to include payroll, accounts payable, accounts receivable, and contract administration.

RESPONSIBILITIES:

Performs all duties and responsibilities in accordance with the Nupqu policies, standards and procedures, and as directed by the Operational Director.
Maintains confidentiality on all matters relating to the affairs of Nupqu.
Performs duties and responsibilities consistent with the Vision and Mission of Nupqu Development Corporation

Payroll

Payroll and benefit accounting which includes remittance reporting; monthly, quarterly, and yeat end reconcilliations, accruals, monthly general ledger reconcilliations and creating and posting of journal entries relating to payroll and benefits.
Administer and prepare bi-weekly payroll general ledger transactions.
Assist or prepare quarterly accruals and account reconciliations
Prepare necessary payments and reports for timely remittance of taxes, garnishments, benefit plan contributions etc. in compliance with regulatory agencies and agreements

Benefits Administration

Advise and administer Nupqu ’s policies on leaves of absence including vacation; and contracted benefits (health and pension).

Coordinate benefits orientation program including explanation of benefits and payroll providing employees with booklets and information; Nupqu policies and procedures etc. Prepare and complete new hire documentation including payroll and benefits forms and other company required documentation.

Input employee information into the benefits provider databases (Great West Life, ManuLife, BC Medical Service).

Maintain reconciliation spreadsheets for breakdown of sector salary and benefits expenses.

Coordinate (gather, verify, reconcile, track against entitlement) bi-weekly Absence and Overtime Report for permanent employees; ensuring proper authorization and adherence to policies, follow up on information as required; data entry into SagePAC tracking system; filing reports.

Analyze and administer vacation entitlements and usage, outstanding over time and sick days taken. Advise Management of entitlement status and exceptions as required.

Process monthly billings from benefit providers. Review billings for accuracy and forward for payment. Resolve discrepancies with carriers.

Analyze, advise and administer Workers Compensation and Short/Long Term Disability management program, prepare and file required forms and reports; escalate complex issues to Human Resources Manager as needed.

Communicate with employees regarding issues or problems which cannot be resolved through the benefits broker.

Liaise with plan administrator / broker and other service providers.

Coordinate annual benefits communication and training sessions with broker / carriers.

Reporting

Assists in providing regular and special reports on the financial and business affairs of NUPQU to the Board of Directors.
Provides regular and special reports on the financial, business and administration affairs of NUPQU.
Assists in the development, approval and submission of financial reports to funding agencies as required.

Planning

Support to Operational Director in the development and review of NUPQU Vision, Mission, Values and Strategic Plan, and participates in the planning process.
Provides information and support in the development, and review of the current NUPQU budget as approved.
Provides information and support to NUPQU Departments and Programs in the development and review of Department and Program Plans.

Financial Management

Assists in the management of the financial affairs of NUPQU in accordance with approved financial policies and procedures and assists to ensure their overall implementation and compliance within NUPQU.
Assists in the management of the development and review of NUPQU Financial Plans and budgets including operating, capital and program plans, and assists in overseeing the management and administration of all approved financial plans and budgets.
Provides counsel and support to NUPQU Management, in the management and administration of budgets.
Provides financial and operating information and assistance to NUPQU Management in the development of proposals for funding and funding agreements.
Assists Program Managers in monitoring and managing funding agreements between NUPQU and funding agencies / organizations and in providing regular reports to funders as required.
Anticipates short and long term financial issues and concerns; identifies, prepares and recommends solutions or recovery plans, and assists in managing the implementation of needed or approved solutions or recovery plans.
Mentors staff and assists on all financial and accounting activities including accounts receivable, cash flow management and income control purchasing, accounts payable, payroll, banking, reconciliations, general ledger, group insurance benefits administration and financial reporting.
Reviews and recommends or advises on transactions prior to commitment.
Assists Operational Director in the negotiation of Lending Agreements with Financial Institutions.
Assists Operational Director in representing NUPQU in financial discussions with external organizations doing business with NUPQU, and on external Committees as assigned or approved.

Financial Accounting System

Manages the day-to-day accounting affairs of NUPQU to include payroll, accounts receivable, accounts payable, general accounting, general ledger, month end reconcilliations, special project accounting, and statutory and regulatory disbursements and reconciliations.
Ensures all financial and accounting records are current, accurate, and recorded and filed in a manner that reflects professional and acceptable accounting practices.
Maintains bank accounts, liaisons with the bank(s) and ensures bank reconciliations are accurate.
Ensures the development and maintenance of all financial records and files.
Ensures the appropriate coding of expenditures, funding – revenue and other transactions.
Oversees the preparation and processing of all journal entries ensuring adequate backup documentation.
Processes year end and audit adjusting entries.
Maintains an account of capital assets and inventories.

Financial Accounting System

Coordinates the internal preparation for the year-end audit or review engagement and supports the external Auditor in the collection and compilation of information required for the preparation of annual financial statements and reports.
Assists with the preparation and presentation of the annual financial statements, schedules and notes as management’s representation.
Maintains a record system for all Audit or Review engagement Reports.

Contract Administration

Assists in analyzing, evaluating and creating internal practices, procedures and systems that aid in optimizing all contracted services and the value of such services.
Assists in providing advice and recommendation to NUPQU management on contract language and payment amounts in unusual or complex situations.
Supports negotiations with management of funding agencies for resolution to complex contract disputes such as unearned revenues, negotiates as part of a team the contract deliverables of component service agreements as they relate to value for money.

Networking

Initiates, develops and maintains relationships and liaison with external agencies as required to achieve NUPQU financial goals.
Assists in establishing and maintaining a skill and knowledge transfer from provincial and federal governments.

General Administration

Keeps a current and applicable knowledge of external regulations, laws, statutes, standards and accepted accounting principles and practices.
Monitors all programs, services and professional standards of the financial affairs of NUPQU.
Keeps the Operational Director informed of sensitive and important issues and information affecting the financial affairs of NUPQU.
Performs other duties and responsibilities as necessary in the performance of the position, and as assigned by the Operational Director.

QUALIFICATIONS:

EDUCATION / TRAINING / CERTIFICATION

Prefer Bachelor Degree in related discipline (Accounting, General Business Administration / Commerce) or a Two (2) Year Diploma in a related discipline and from an Accredited Institution
Prefer Professional Accounting Designation: Certified General Accountant (CGA), or Certified Management Accountant (CMA) or a Third or Fourth Year accounting enrollment
Minimum Post Secondary Courses or Formal Training to include: Payroll Administration, Planning, Management, Leadership, Contract Administration and Effective Communications

EXPERIENCE

Six (6) to eight (8) years senior accounting and financial management experience including two (2) to three (3) years at the financial management level
Prefer First Nations, Business accounting experience
Auditing experience an asset
Experience working with related accounting software including MS Excel, ACCPAC, and other integrated accounting software
Experience in Contract Management and Administration
Experience in the General Administration of an organization – preferably a business environment
Experience performing cost benefit analysis
Prefer Proposal Writing Experience