Financial Assistant Jobs in Waterloo, ON (NOW HIRING)

FARLEY FOUNDATION

POSITION DESCRIPTION

TITLE: Finance Officer - Charitable Foundation

REPORTS TO: Manager, Community and Donor Relations

LOCATION: Milton, Ont. (Hybrid)

SALARY: $77,000-$96,000 / 35 hours per week

Application Instructions:

Applications must include a cover letter and resume. Submissions will be reviewed on a rolling basis.

Interested applicants should apply online at https://ovma.bamboohr.com/careers/37.

POSITION SUMMARY:

Reporting to the Manager, Community and Donor Relations and working closely with the Executive Director and external auditors, the Finance Officer is an experienced finance professional with charitable and/or non-profit experience and serves as the Foundation's primary finance resource, responsible for day-to-day bookkeeping, donation processing, financial reporting, and charitable compliance administration. As part of a small, collaborative team, the Finance Officer also contributes to broader administrative and operational activities that support the Foundation's continued growth.

POSITION DUTIES AND RESPONSIBILITIES:

Financial Management & Bookkeeping

• Maintain the Foundation's day-to-day bookkeeping and accounting functions, maintaining accurate financial records and ensuring timely reconciliations between financial and supporting platforms, including bank accounts, credit cards, and the donor database.
• Manage the Foundation's incoming and outgoing financial transactions, including donations, grants, sponsor invoicing, accounts payable and receivable, ensuring timely processing and accurate coding.
• Manage banking activities, including deposits, cheque processing, and reconciliations across bank accounts, credit cards, and accounting systems.
• Prepare monthly and quarterly financial reports for Foundation leadership, including budget tracking and variance analysis.
• Support development of the Foundation's annual budget.
• Support and coordinate preparation of annual regulatory filings, including the T3010 Registered Charity Information Return and other corporate filings as required.
• Support compliance with the CRA requirements related to charitable receipting, eligible expenditures, and record retention.
• Coordinate the Foundation's annual audit, serving as the primary liaison with external auditors and providing documentation as required.
• Identify and recommend opportunities to strengthen financial systems, processes, controls, and reporting workflows.

Donation Processing

• Process all incoming donations (cheque, e-transfer, EFT, credit card, and phone), ensuring timely gift entry and accurate charitable tax receipting.
• Manage donation processing across DonorPerfect, CanadaHelps, Benevity, Givecloud, Stripe, and other payment platforms, ensuring accurate imports, reconciliation, transaction tracking, and data integrity.
• Process pledge forms and related donations from fundraising initiatives and memorial programs.
• Maintain accurate and current donor records in DonorPerfect to support reporting, stewardship, and financial reconciliation.
• Process incoming mail and financial documents, ensuring appropriate handling and filing.

Administrative & Operational Support

• Contribute to a broad range of administrative and operational activities, supporting the Foundation's programs and priorities as part of a collaborative, small-team environment.
• Provide vacation coverage for the Coordinator, Grants, including application processing and related administrative support.
• Support fundraising and stewardship initiatives as required.
• Assist with all Farley Foundation and OVMA events, including attending and providing on-site support when required.

WHAT WE ARE LOOKING FOR

• A minimum of 8 years' of progressively responsible bookkeeping or financial administration experience is required, including significant experience in a charitable or non-profit environment. Experience should include reconciliations, financial reporting, accounts payable/receivable, audit preparation, and recurring financial processes.
• Post secondary education in in Accounting or Business Administration is required and a CPB designation (Certified Professional Bookkeeper, CPB Canada), or equivalent is preferred.
• Strong understanding of CRA compliance requirements for registered charities, including official donation receipting, T3010 returns, disbursement requirements, and other applicable registered charity obligations.
• Knowledge of fund accounting, restricted and unrestricted fund management, disbursement quotas, and endowment or legacy giving structures is considered an asset.
• Experience with Xero is strongly preferred. Experience with DonorPerfect or comparable donor management systems is an asset.
• Familiarity with online donation and payment platforms, including Givecloud, CanadaHelps, and Stripe, and experience managing imports, reconciliations, and transaction tracking across multiple systems.
• Exceptional attention to detail and accuracy, with a track record of managing recurring financial processes, maintaining tight records, and catching and resolving discrepancies independently.
• Strong organizational and time management skills, with the ability to meet regular monthly deadlines and manage competing priorities in a fast-moving, small-team environment.
• A collaborative and proactive team member who takes initiative, works independently, and communicates clearly and professionally with donors, our veterinary member community, external partners, and colleagues.
• Ability to handle sensitive financial and donor information with discretion and sound judgment.
• Comfort learning new systems, supporting process improvement, and adapting to the evolving needs of a growing organization.
• Comfortable working in a small team environment with shared responsibilities and a willingness to support a broad range of tasks in support of the Foundation's mission and impact.

WHY JOIN THE FARLEY FOUNDATION?

Founded in 2002, the Farley Foundation is a leading charity of its kind, unique in North America for its longevity, effectiveness, impact, and brand recognition for its support of low-income Ontarians and their pets. Since 2002, the Foundation has provided more than $9 million in financial assistance to over 19,000 people and pets across Ontario.

We are on a mission to double our annual impact by 2027 - to help over 2,000 people and pets per year, while doubling our fundraising capacity.

Our Vision and Mission:

At the Farley Foundation, we believe that Every pet deserves access to veterinary care.

To do this, we support the relationship between pets and people by generating and allocating resources to subsidize veterinary care for Ontario families in need.

What We Offer

• Pet-friendly office (obviously!).
• Fun (not awkward) team building activities.
• Summer hours.

• A culture that values work-life balance, employee well-being, and flexible hybrid work arrangements.
• Professional development and career growth opportunities.
• The opportunity to build and shape the finance function within a growing organization.
• A collaborative, supportive work environment.
• The chance to contribute to process innovation and data transformation projects.

Commitment to Diversity and Inclusion

The Ontario Veterinary Medical Association is committed to the principles of diversity and inclusion and rejects discrimination or harassment based on grounds such as race, colour, ancestry, ethnic origin, place of origin, age, creed, religion, sex, sexual orientation, gender identity, family status, marital status or disability. Every human being deserves to be treated with dignity and respect.

The well-being of our society and our profession is vital. OVMA is committed to ongoing and active promotion and maintenance of diversity and inclusion in its membership, leadership and organization; to ensuring that its services are provided without bias; and to educating its members regarding the value of diversity and inclusion.

OVMA is committed to working with the Ontario Veterinary College to ensure that the principles of inclusivity and diversity are reflected in the equitable selection of students, and to make veterinary education more accessible for underrepresented and minority groups. OVMA is also committed to working with the College of Veterinarians of Ontario to ensure that the principles of inclusivity and diversity are reflected in the licensing and regulation of Ontario's veterinarians.