AUTISM NOVA SCOTIA - POSITION DESCRIPTION – FINANCE OFFICER


POSITION TITLE: Finance Officer
DEPARTMENT: Administration
POSITION: 1 Year Full-time Contract (Maternity Leave) - some evenings and weekends may be required
DIRECT REPORT: Executive Director of Autism Nova Scotia

Provide support and act as a resource to the Executive Director, Finance Committee & Board of Directors. The position exercises direction over any volunteers working in Finance. Under the supervision of the Executive Director (ED), implement and deliver all aspects of the organization’s accounting and bookkeeping. Participate as a member of the ANS team to support fundraising activities, while committing to overall strategic planning initiatives, the Centre’s mission, vision, guiding principles and policies.

MAJOR RESPONSIBILITIES: Finances and Human Resources
  1. In collaboration with the Executive Director (ED), oversee an internal system of management of funds. Maintain accurate and complete trail of supporting documentation for all bookkeeping and financial activities for audit purposes. Follow established procedures for banking, documentation, data entry, inventory management, receivables and payables. Safeguard ANS assets and information. Ensure security of all electronic data with virus checks and off-site storage of daily back ups.
  2. FUND MANAGEMENT: Manage funds associated with the following: daily operations, ongoing programs/services, and restricted grants. i.e., Prepare & issue cheques, code, post, & pay invoices, prepare deposits, complete journal entries & reconciliations and oversee visa and petty cash accounts associated with the above.
  3. BUDGETS/FINANCIAL STATEMENTS: Update budgets on a monthly basis and provide the ED with accurate and timely monthly financial projections. Maintain communications with ED to assist in the management of cash flow. Prepare monthly/quarterly/annual financial statements and reports as required, for Executive Director and Board of Directors.
  4. RECORDS/SPREADSHEETS: Maintain a series of accounting records and spreadsheets for the overall management of ANS, plus restricted funds as well as federal & provincial grants, programs and projects such as Autism Arts and Summer Camp, The Pearl (Social Enterprise), Fundraising Events, Major Gifts and Donations.
  5. BANKING: Oversee all Autism Nova Scotia (ANS) bank accounts, (6-8) sub accounts, Visa account, associated budgets, and all payables & receivables.Complete monthly reconciliations for all accounts.
  6. CHAPTER SUPPORT: Work with the treasurers and staff of Chapters throughout Nova Scotia to ensure that policies and procedures are being followed properly with regards to the management of funds restricted for each Chapter. Maintain and audit the records and financial reports of each Chapter. (Currently there are 8 Chapters throughout the province, which are to send in monthly reports)
  7. REGULATORY: Maintain current knowledge of regulatory changes and impacts on ANS books of account (e.g. changes through CRA) Assure all files follow Canada Revenue Agency regulations in preparation for audits.
  8. REVIEWS & AUDITS: Assist with audit preparations or independent reviews of ANS books with support from the Executive Director and Treasurer. Work with the auditors to prepare the annual financial statements and charitable tax returns.
  9. TAX RECEIPTS: Collaborate with the fundraising team on the data entry & reconciliation, as well as overseeing the generation and mail out of all tax receipts associated with fundraising events and donations. Best of Local, Walk the Walk (++ 1600 receipts) Summer Camp, Direct Mail Campaigns, Donations, Birthdays and Memorials.
  10. FUNDRAISING SUPPORT: Communicate in writing, over the phone and in person with sponsors, core staff, temporary employees, volunteers, families and the general public concerning payables and receivables for activities associated with the following: Autism Awareness (April), Best of Local (November), Direct Mail Campaigns (Nov & Apr), Walk the Walk (June), ANS Summer Camp (July/August), The Pearl (monthly), and ongoing programs and services such as Autism Arts and Teen & Adult Social Groups.
  11. BIANNUAL: Complete HST reports, maintain year-end working papers and spreadsheets, renew insurance policies, prepares tax exemption applications.
  12. Other duties as required

Qualifications and Experience

QUALIFICATIONS: Post Secondary education in finance, commerce, bookkeeping, administration, or equivalent. Have a Chartered Professional Accountant or working towards to it is an asset.

EXPERIENCE: Accounting, bookkeeping, administration Experience in developing financial reporting systems using Sage 50 and Microsoft applications (i.e. Access, Excel). Experience in payroll is an asset.

KNOWLEDGE REQUIREMENTS

  • Knowledge of Sage 50 and Microsoft Excel is essential for this position
  • Knowledge of the overall goals and intent of Autism Nova Scotia (including organizational structure, policies, guidelines, programs and project activities)
  • Knowledge of Registered Charity Accounting policies and procedures
  • Knowledge of financial management, budget preparation and control: to prepare, monitor and control program budget; to provide input into long term financial and strategic planning.
  • Solid knowledge of the organization’s operations, financial management, accounting systems/ issues and an understanding of accounting policies and procedures
  • Knowledge of Autism Spectrum Disorder is an asset

Abilities and Skills


Organizational, Administrative and Time Management Skills: to plan, organize and coordinate all aspects of finance for the organization in a timely fashion; to address frequent and varied requests. Ability to organize and develop systems that are time efficient and user friendly.

Financial Analytical Skills: to coordinate, prepare, monitor and control centre and program expenditures and overall budget.

Computer Skills: to prepare various documents and reports; to access information. Supervisory: Ability to supervise and be inclusive of volunteers in the office and at fundraising events Communication & Interpersonal:

Strong oral and written interpersonal and communication skills. Ability to work within a collaborative team and diverse groups.

Other: Ability to adapt to change. Proven problem-solving skills. Ability to self-start and work independently.

Environment: Must respect confidentiality and adhere to the policies of Autism Nova Scotia, including maintaining current criminal record and child abuse registry checks.




Resumes and cover letters can be sent in confidence to Jade Ok at jok@austismns.ca or faxed to 902-446-4997