Payroll and Accounting Coordinator

About HIEC

HIEC is an innovative not-for-profit social enterprise that focuses on partnership, mentorship and workforce development in Ontario. With over 30 years of experience as an active community-focused organization, HIEC's goal is to enhance career education and inspire youth to make informed career decisions.

Why Us?

At HIece, our goal is to make a positive impact in the career journeys of others, and this also applies to our own internal team! We offer a team environment that encourages innovative ideas and an entrepreneurial spirit. We foster a culture of inclusion and belonging so everyone feels valued, respected and heard. Simply put, we care about our employees (have a look for yourself!)

This role also offers:

• Competitive Salary (we included the details!)

• Comprehensive company-paid benefits

• Mental Health Supports (Calm App Subscription, Better Help Sessions)

• 2 Weeks Vacation + a Holiday Shutdown

• Hybrid Work Model

• PD/Career Development Opportunities

Position Description

We're looking for an organized and detail-driven Payroll and Accounting Coordinator to join our Finance team! In this role, you will play a key part in ensuring our day-to-day financial operations run smoothly - from processing payroll and supporting reporting cycles to reconciling accounts and maintaining accurate records in SAGE.

You'll work closely with colleagues across the organization, supporting compliance and efficiency in how we manage budgets, track spending, and handle employee reimbursements. If you enjoy working in a mission-driven, not-for-profit environment, have a strong accounting foundation, and thrive on process, accuracy, and collaborative problem-solving, we'd love to hear from you!

Job Responsibilities and Key Accountabilities:

Payroll Processing

• Responsible for the accurate preparation, documentation, distribution, and reconciliation of payroll and the administration of the payroll system.

• Review, reconcile, and post employee reimbursement expenses and corporate card transactions in SAGE, ensuring proper project allocation, accurate coding, and compliance with budget and approval policies.

• Process payroll for all employees, ensuring accurate and timely payments in compliance with company policies and government regulations.

• Ensure compliance with local, provincial, and federal regulations related to accounting and payroll.

• Maintain payroll records, including timesheets, deductions, and benefits.

• Submit payroll tax filings and other related reports.

• Ensures payroll issues are escalated and resolved promptly.

• Assist with preparing bi-weekly payroll journal entries and updating payroll allocations when budget changes occur.

• Collaborate with HR to ensure accurate employee data for payroll purposes.

• Assist with special projects and other duties assigned by the Manager of Finance and Executive Team.

General Accounting

• Support organizational procedures related to day-to-day banking, vendor accounts, and project spending, including forecasting and reporting (i.e. tracking actual spent vs. budget)

• Assist and support the Finance team with monthly and annual operating budgets, month-end reporting packages, year-end closing, and audit preparation.

• Input accounting entries into SAGE; maintain records accurately and in a timely manner.

• Assist in the execution of project initiatives, including the creation of financial processes required for scaling.

• Assist in maintaining accurate financial records by performing data entry and reconciling accounts.

• Prepare and post journal entries, ensuring accuracy and compliance with accounting standards.

• Update daily bank entries and process credit card transactions.

• Provide financial support and analysis to other departments as needed.

• Allocate and reconcile corporate card expenses, ensuring supporting documentation is complete and authorized, and posting is accurate in SAGE.

• Review employee expenses for reimbursement claims for completeness, original receipts, coding, and authorized signature.

• Provide backup support for processing accounts payable, including preparing wire transfers and electronic payments via EFT and e-transfer systems.

• Assist in the preparation of audit materials and respond to auditor inquiries.

• Support the preparation of financial reports for management and external stakeholders.

• Provide support for budget preparation and financial forecasting.

• Participate in process improvement initiatives to enhance the efficiency and effectiveness of financial operations.

Qualifications to Succeed:

• Post-secondary education in Accounting, Finance, Business Administration, or a related field.

• 3-5 years of working experience in an accounting-focused role, preferably with a charitable or non-profit organization.

• 2-3 years of payroll administration experience.

• Strong knowledge of Canadian payroll practices and relevant legislation, including provincial-specific requirements for Ontario

• Payroll Compliance Professional (PCP) designation, or similar and/or designation in progress, is a strong asset

• Demonstrated proficiency with ADP Workforce Now for payroll processing and reporting.

• Proficiency in MS Office, specifically Excel

• Experience with non-profit organizations is an asset

• Proficiency in SAGE accounting software is an asset

• Thorough knowledge and experience in all aspects of basic accounting and payroll principles and practices.

Key Competencies:

• Demonstrated skills in managing multiple projects to meet established deadlines;

• Demonstrated ability to work independently and with a high degree of efficiency and accuracy;

• Outstanding ability to communicate with all levels/stakeholders while fostering constructive interpersonal relationships;

• Resourceful and able to proactively anticipate needs and provide solutions to deal with challenging situations effectively.

• Comfortable with ambiguity but focused on building and maintaining strong processes while always looking for ways to improve

• Interest and ability to work in a smaller-sized, not-for-profit organization

• Contribute to creating a diverse, equitable, and inclusive workplace that promotes engagement and belonging through inclusive practices, respect for differences, and active collaboration.

Working Conditions:

• Typical working hours are 8:30 am to 4:30 pm, Monday to Friday, with some requirement to work additional hours, occasionally during evenings and weekends (especially during audits and month-end reporting)

• This role follows a hybrid work model, with a blend of in-office and remote work. The specific arrangement may evolve based on organizational needs.

• Vulnerable Sector Check (VSC) or Criminal Background Check will be required

We thank everyone who submits an application for their interest! This job opening represents an existing vacancy. Although our team is mighty, it's still small; only successful applicants will be contacted.

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada. Please contact Human Resources by phone at (905) 634-2575 ext. 107

As a condition of employment, HIEC requires individuals to be "fully vaccinated" (as defined by the Government of Ontario), against COVID-19 prior to commencing employment. Notwithstanding, HIEC will provide reasonable accommodation to any individual who is not able to comply with this vaccination requirement due to a disability or other ground protected by the Ontario 'Human Rights Code'. If you require such accommodation, please contact HR as soon as possible (905) 634-2575 ext. 107