Administration Support Jobs in Ontario (NOW HIRING)

Albion Neighbourhood Services

Finance & Administration Officer
Location: Toronto, ON
Position Type: Full-Time, Permanent
Hours: 37.5 hours per week
Hourly Rate: $35/hr 

Benefits: Extended Health, Pension Plan, Paid Time Off

Reports to: Executive Director

About Albion Neighbourhood Services
Albion Neighbourhood Services is a multi-service, community-based organization committed to supporting individuals, families through responsive, inclusive, and accessible programs and services. Our work is rooted in community development, equity, collaboration, and service excellence.

Position Summary
The Finance & Administration Officer will strengthen the organization’s finance, payroll, administrative, and back-office capacity. This position will support accounts payable, payroll coordination, financial documentation, administrative systems, compliance, audit preparation, and day-to-day operational processes.

This role is part of ANS’s broader back-office enhancement and succession planning strategy. The position will work closely with the current finance and administrative team to ensure continuity, accuracy, efficiency, and sustainability in core organizational functions.

The position will also support implementation of finance and administration automation processes and strengthen organizational capacity.

This is a new position.

Key Responsibilities
Financial Administration

• Work with Sage 50 as ANS’s primary accounting system to maintain accurate financial data.
• Support accounts payable processes, including invoices, payments, deposits, vendor documentation, and follow-up.
• Assist with vendor onboarding, contract documentation, lease files, petty cash, credit cards reconciliation, and payment tracking.
• Maintain accurate financial records and ensure supporting documents are properly filed and organized.
• Support with the financial reporting, and funder-related documentation as required.
• Assist with audit preparation, including gathering schedules, backup documentation, and files requested by auditors.
  
• Support internal controls and ensure finance processes align with organizational policies and funder requirements.
• Support cash advance tracking, user fee deposits, Square payments, nFocus/MoneyTrax entries, and cash donations as required.
• Assist with cash flow preparation, claims, reconciliations, and funder-related financial reports and documentation in coordination with the management team.
• Ensure expenses and financial records are allocated in alignment with funding agreements, audit requirements, and funder documentation needs.
  

Payroll and HR Administration Support

• Support payroll preparation and documentation, including timesheets, payroll changes, benefit information, pension-related records, and employee updates.
• Assist with maintaining accurate employee records in coordination with the administration team.
• Support documentation related to onboarding, offboarding, payroll changes, benefits, and internal approvals.
• Work with the relevant systems such as ADP, BambooHR, CAAT, MyHSA, and related administrative portals.
• Administer and maintain benefits-related records and employee benefit plan documentation, including CAAT Pension Plan and related benefit portals.
• Monitor and support union-related obligations and other requirements connected to the Collective Agreement.
• Provide payroll-related backup support, including coordination of timesheets and maintaining accurate payroll information.

Administrative and Operational Support

• Support day-to-day administrative operations, including document management, filing systems to ensure documents are current, accessible, and organized.
• Support office systems and administrative procedures to improve consistency, efficiency, and accountability.
• Provide administrative support to leadership, programs, and governance functions as required.
• Support donor relations, including maintaining accurate donor records and assisting with the timely issuance of charitable tax receipts.
• Identify opportunities to improve workflow, reduce duplication, and strengthen internal systems.
• Assist in documenting standard operating procedures for finance and administrative functions.
• Work with IT and systems support, where applicable, to support AP/AR automation, digitization, and finance and administration system improvements.
• Monitor and help mitigate financial and administrative risks by identifying gaps, duplication, and opportunities for stronger controls.
  

Qualifications

• Diploma or degree in accounting, finance, business administration, office administration, or a related field.
• Minimum 3–5 years of experience in finance, account payable, administration, bookkeeping, payroll support, or a related role in a non-profit, charitable, or community-based organization.
• Strong attention to detail and ability to resolve issues.
• Strong organizational, time-management, and follow-up skills.
• Proficiency in Microsoft Office 365.
• Experience with accounting and payroll systems such as Sage, ADP or similar platforms is an asset.
• Working knowledge of payroll, benefits, pension, and administrative systems is an asset.
• Ability to work in a team environment, collaborating with staff, managers, and leadership.

Working Conditions

• The job is in-person at 21 Panorama Court office location.
  

Albion Neighbourhood Services is committed to equity, diversity, and inclusion. We encourage applications from individuals who reflect diversity  and the communities we serve. Accommodations are available throughout the recruitment process upon request.