Message about our hiring and operating practices during the COVID-19 pandemic

One of the fastest growing branches of CMHA, the Canadian Mental Health Association York Region and South Simcoe (CMHA-YRSS) provides 30+ mental health and addiction programs to adults, youth (age 12+), family caregivers, local businesses and community organizations. Providing a safe environment for our staff and clients is of the utmost importance to us and we continue to closely follow COVID-19 protocols and directives from Public Health.

We have recently started testing a Hybrid Work Arrangement that provides our employees with the flexibility of working from home and on-site within a connected and collaborative team environment while continuing to make the needs and preferences of our clients and community our top priority. Each CMHA-YRSS program and department has developed a unique Hybrid Work Plan that meets the needs of their team and clients and supports the vision of the agency.

Rest assured that your well-being is our top priority and we have appropriate health and safety measures in place at each stage of the recruiting process and throughout our operations.

Why work for CMHA York Region?

We are a team committed to our vision of mental health support for all. We offer an inclusive, innovative and high-performance work culture that helps us deliver transformational impact. The organization cares about the growth, safety and well-being of employees and offers:

• Competitive Total Compensation (including salary, benefits, pension)
• HOOPP (Healthcare of Ontario Pension Plan)
• Comprehensive Health Benefits
• Robust Performance and Career Development program
• Learning & development opportunities

Learn more about us by visiting: https://cmha-yr.on.ca/careers/

All CMHA-YRSS employees are required to be vaccinated (COVID-19) as a condition of hire.

We are looking for an Accounting Assistant to join our team!

Closing Date: Until Filled

Permanent: Full-Time, 35 Hours per Week, Evening Hours and Weekends may be required

Benefits: Full Extended Health & Dental, Life Insurance, EAP, STD, LTD, & Healthcare of Ontario Pension Plan (HOOPP). Generous paid time off including vacation, sick, personal days.

Location: The Hybrid Work Plan developed for this role presently requires this position to work in a combination of work from home and work on site with equipment provided by CMHA. The successful candidate will have an opportunity to discuss this arrangement with their manager.

The CMHA home office for this role is Newmarket, located at 1101 Nicholson Road, Unit 5, Newmarket, ON L3Y 9C3 and incumbent may be required to travel to other CMHA Offices in York Region and South Simcoe as required.

Job Profile:

The Accounting Assistant provides a range of accounting and bookkeeping functions that require a thorough understanding of accepted accounting practice. The Accounting Assistant resolves financial issues with suppliers and processes payments and receipts in a timely manner as to take advantage of terms of payment and optimum cash flow.

The Accounting Assistant is responsible for processing payments to their own assigned vendor accounts. Payments are processed in compliance to the CMHA – YSS policy and guidelines, Canada Revenue Agency regulations, and subject to audits. Accurate timely payments ensure supplies and services are delivered to the Organization without any interruption to client care. Courteous and responsive customer service to both internal departments and external vendors is key to success

Key Responsibilities:

Invoice and Requisition Entry, Validation and Resolution of Outstanding Invoice Issues including the following:

• Validate and enter data of invoices, payment requisitions/documentation and credit memos into the payments system within three (3) business days;
• Ensure all invoices are processed promptly within the payment schedules, to take advantage of early payment discounts entitled, and co-ordinate with Receiving and Vendor Administration staff, if required;
• Ensure the highest standards of customer service are provided when dealing with both internal and external customers;
• Ensure approval invoices and requisitions are in accordance with the CMHA-YSS Signing Authority Policy;
• Check for receipts, contracts or other supporting documentation to validate appropriateness of the expenditure, and follow up with departments where documentation is incomplete;
• Follow-up on all outstanding issues with department Managers, Directors or VPs on a weekly basis, including the acceptance confirmation for capital purchases over a defined threshold;
• Work with vendors, departments and Vendor Administration to resolve discrepancies between invoices and purchase orders;
• Assess accuracy of taxes invoiced and appropriateness of Federal/provincial tax and rebate codes;
• Ensure General Ledger accounts entered are as recorded on supporting documentation. Accounts which appear incorrect on the supporting documentation may be questioned;
• Co-ordinate the execution of Wires and Bank Drafts transactions (foreign currencies) done outside the AP system, between the requesting department and the Finance Manager;
• Code entries for taxation (type of taxable income or benefit), invoice status, etc. Accurate coding is critical for accurate and complete CRA reporting and management evaluation of performance indicators;
• Process Electronic Fund Transfer (EFT) test transactions.
• Check daily entries on the Batch Audit Report to ensure accuracy of all transactions entered;
• Check the accuracy of vendor file setup in GP done by Vendor Administration for external vendors and Payroll for employees;
• Ensure Social Insurance Numbers for T4A payees are obtained and forwarded to the AP Analyst, who updates the T4A file, if applicable;
• Investigate and confirm if a stop payment is required on lost cheques, and then forward the request to Finance Manager
• Responsible for all accounts payable functions including:
  • timely payment with discounts taken as appropriate
  • vendor statements are reconciled
  • aged trial balance is maintained and reconciled to bank account
  • all payments are appropriately recorded and authorized

Monthly Report Review and Reconciliations of Accounts including the following:

• Reconcile all vendor statements received on a monthly basis. For selected large vendors, balance those statements against the AP Trade data on the required reconciliation Excel spreadsheet for review by the AP Team Leader, Director and the Auditors.
• Review and resolve all out-standing invoices identified on the monthly reports
• Meeting with Vendors and Vendor Admin CSR to resolve payment issues, if needed;
• Respond to variances in the KPI statistics and operational issues.

Requirements:

• College diploma or University degree in accounting
• Active or previous accounting courses taken
• Minimum 2 years’ experience
• Up to 1 year experience working in the not-for-profit sector in a relevant role
• Proficient knowledge in the following areas:
  • Relevant computer applications including Microsoft Office Suite
  • Computerized accounting systems (preference given to GP Dynamics financial system knowledge and experience)
  • Generally Accepted Accounting Principles (GAAP) and associated procedures
  • Accounts payable practices and procedures
  • Banking practices and procedures
  • Business financial practices and procedures
  • Government financial practices and procedures
• Must demonstrate the following skills:
  • Excellent computer skills required, including Microsoft Office
  • Excellent Microsoft Excel skills including ability to create reports and charts
  • Strong process, detail, communication and customer service skills
  • Financial and administrative procedures
  • Accuracy with figures
  • Sound interpersonal and communications skills
  • A second language reflecting the local community is preferred

Preferred:

• Previous experience in the healthcare and nonprofit sector is considered an asset

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position

This positions reports to, and is supervised by Senior Finance Manager.

Working Conditions:

• Works extensively at a desk using a computer up to 7 hours a day
• Works in a standard office setting in a shared semi-private office
• Occasional weekend/evening hours may be required
• Close attention to large amount of numerical data

Disclaimer: In keeping with mental health reform, best practices, funding and direction this position may later require knowledge, skills, abilities and working conditions not noted here.

To request this posting in an alternate format or to request accommodation in the application process, email AODA@cmha-yr.on.ca

Application Procedures:

If you are interested in this opportunity, log in to Ultipro, choose “Myself” menu, click on the “View Opportunities” in “My Company” Section and proceed to upload your cover letter and resume.

Complete the application form and submit the following:

• Cover letter with 300 words or less and tell us why you would want this role and why you should be considered for the position (PDF or Word)
• Resume (PDF or Word)

CMHA-YRSS supports the recovery of people with mental illness and promotes diversity in the workplace. We welcome all applicants including persons with lived experience, women, aboriginal people, people with disabilities, and members of the 2SLGBTQ+, visible minority and immigrant communities to apply.

While we thank all candidates for their interest, only those selected for an interview will be contacted.