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CBI Consultants

Head of Finance and Administration

Location
Burnaby, BC
Details
Full Time
A month ago

Job Title:         Head of Finance and Administration

 

CBI Consultants is committed to diversity, equity and inclusion and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact us through the CBI website. Any personal information provided will be maintained in confidence.

 

COMPANY PROFILE

CBI Consultants has been providing person centered inclusive practices since 1990. We are committed to full inclusion for persons with disabilities. In 1992, we published a research paper outlining our person-centred positive practices – The Lifestyle Development Process (LDP), Journal of the Association for Persons with Severe Handicaps. We have provided training and technical assistance to more than 5,000 family members, school personnel, and community living personnel throughout the world.

 

VALUES

A commitment to excellence, accuracy and confidentiality.  Exemplify the core values of CBI Consultants.

 

OBJECTIVES

  • Responsibility for full-cycle accounting
  • Interact with company’s external accounting company in annual review engagement process
  • Ensure CBI is compliant with CARF in administrative and financial departments
  • To provide CBI management and funders with periodic financial reports
  • Support the budgetary process
  • Review reports provided by Referral Screening and Implementation Specialist for consultant hours billed and consultant hours required to fulfill contracts
  • Provide management with the reports for the hours billed and required to fulfill
  • Respond in a timely manner to all funder enquiries and direct as required to appropriate staff
  • Assist in planning for CBI’s future growth
  • Ensure the smooth running of the office and provide assistance to all staff
  • Provide Human Resources support

 

SUMMARY

  • Reporting to the Executive Director (ED), the Head of Finance and Administration is both a hands-on and strategic leader of the following areas: accounting and finance; business planning and budgeting; and human resources, office management and administration.

 

  • The Head of Finance and Administration serves as a thought partner to the ED, and as a critical member of the CBI leadership team, participates in strategic decision-making.  This position is responsible for all internal and external financial reporting requirements of CBI; addresses financial inquiries by both internal and external stakeholders; supports the ED in meeting fiscal obligations; and maintains the vision and mandate of the organization.

 

QUALIFICATIONS

Education and relevant experience

  • Accounting designation (Canadian CPA, CA, CMA, or CGA) and/or Master of Business Administration (MBA) degree preferred
  • At least five years working in a financial management and administration position
  • Comprehensive knowledge and ability using accounting software (Simply Accounting), ADP Online Payroll system, Microsoft Excel (pivot tables, lookups, filters, etc.), and relational databases (Penelope)

Requirements

  • At least two excellent professional references

 

DUTIES

Accounting and finance; business planning and budgeting

  • Prepare cashflow reports
  • Prepare monthly, quarterly, and annual financial reports as required by funding organizations' contractual agreements
  • Meet quarterly, or as directed, with the Executive Director to provide financial statement reports, projections, and annual financial reports draft for review
  • Troubleshoot variances and changes to delivery and cashflow projections with managers
  • Obtain Program/Executive Director approval for project/program purchases beyond regular operating budgets
  • Track program revenue against cashflow commitments
  • Manage payroll process and systems and verify accuracy of data prior to payroll submission
  • Submit funding reports and meet all reporting requirements in a timely and accurate manner
  • Work with the Executive Director and HR Advisor to create, maintain, and implement grid of salary ranges for all CBI staffing positions, in keeping with annual budgets and program or revenue changes
  • Support the HR Advisor and Executive Director in negotiating contract and the administration of Group Benefits program
  • Administer Group RRSP and DPSP program employer contribution and employee deductions
  • Work closely with the Executive Director in delivering accurate financial data and strong fiscal oversight
  • Develop and/or organize staff training and capacity building opportunities in the area of finance and administration
  • Plan a variety of staff development opportunities for finance and admin team
  • Respond to ad hoc requests from company members
  • Organize administrative filing systems
  • Work using technology as efficiently and effectively as possible
  • Other duties as required

Human resources, office management and administration

  • Oversee and support all administrative duties in the office and ensure that office is operating smoothl
  • Provide coverage for HR manager

TASKS

Accounting and finance; business planning and budgeting

  • Prepare cashflow reports
  • Prepare monthly, quarterly, and annual financial reports as required by funding organizations' contractual agreements
  • Meet quarterly, or as directed, with the Executive Director to provide financial statement reports, projections, and annual financial reports draft for review
  • Troubleshoot variances and changes to delivery and cashflow projections with managers
  • Obtain Program/Executive Director approval for project/program purchases beyond regular operating budgets
  • Track program revenue against cashflow commitments
  • Manage payroll process and systems and verify accuracy of data prior to payroll submission
  • Submit funding reports and meet all reporting requirements in a timely and accurate manner
  • Work with the Executive Director and HR Advisor to create, maintain, and implement grid of salary ranges for all CBI staffing positions, in keeping with annual budgets and program or revenue changes
  • Support the HR Advisor and Executive Director in negotiating contract and the administration of Group Benefits program
  • Administer Group RRSP and DPSP program employer contribution and employee deductions
  • Work closely with the Executive Director in delivering accurate financial data and strong fiscal oversight
  • Develop and/or organize staff training and capacity building opportunities in the area of finance and administration
  • Plan a variety of staff development opportunities for finance and admin team
  • Prepare and remit regulatory and compliance requirements (GST, Corporate Taxes, WSBC, etc.)
  • Ensure timely and accurate payment of bills and employee payroll, mileage and expenses.
  • Ensure timely and accurate billing to funders including invoices and backup excel spreadsheets
  • Ensure timely payment received from funders; inform Contracts & Procurement Manager and Executive Director of issues related to over or under billing
  • Ensure accurate contract billings with Contracts & Procurement Manager on a monthly basis

 

Human resources, office management and administration

  • Manage office supplies inventory and place orders as necessary
  • Develop office policies and procedures, and ensure they are implemented appropriately
  • Assist with office layout planning and office moves
  • Manage office budget
  • Identify opportunities for process and office management improvements, and design and implement new systems
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports

 

RESPONSIBILITIES

  • Complete understanding of CBI services and internal processes
  • Assume leadership role for all aspects of CBI accounting and finances
  • Adhere to and promote the mandate and mission of CBI
  • Act as a role model to promote professional values and ethics within CBI
  • Manage dynamics within teams and with partners and stakeholders
  • Ensure accuracy and completeness of all funding/program financial data
  • Accountable for maintaining and reporting accurate and complete financial records for all programs and services in keeping with funder and partner agreements
  • Accountable for the application of legislative obligations and GAAP regulatory requirements in compliance with CBI financial policies and procedures
  • Accountable for the effective delivery of administrative infrastructure and services for the agency
  • Accountable for managing administrative and financial resources in an effective manner
  • Stay abreast of current financial regulations, policies, and practices relevant to CBI
  • Adhere to all deadlines (e.g., year-end, funder reports, proposal submissions)
  • Support staff in respecting and adhering to deadlines related to their positions
  • Work evening hours and/or additional hours on occasion to meet deadlines and ensure delivery of high-quality programs and services
  • Ability to work independently and as part of a team
  • Receive and address external concerns regarding contracts
  • Work with Executive Director to ensure internal and external financial reporting requirements are met
  • Remain professional at all times, completing other duties as requested

 

COMPETENCIES

Accountability

  • Follows through on commitments made
  • Applies sound decision-making approaches to manage resources 
  • Develops and follows routines to meet job description objectives

Excellence, Work Quality

  • Follows through on directions and assignments from Supervisor
  • Continually raises the bar for on-going improvement and innovation
  • Demonstrates initiative and pro-activeness

Leadership

  • Projects enthusiasm in conversations
  • Celebrates value of personnel contributions
  • Effectively delegates duties and assists in employee training as required

Change

  • Presents ideas in a constructive manner so that others support them
  • Can be trusted to balance short-term and long-term needs
  • Develops vision and program objectives into goals to meet strategic objectives

Communication

  • Expresses themselves concisely, honestly, directly and kindly
  • Verbal and written communication is clear and effective
  • Actively listens and asks questions for clarity

Problem Solving

  • Constructively challenges approach and finds better ways to meet goals
  • Encourages new ideas and works to improve them
  • Identifies and solves problems focusing on root causes, not symptoms

Professionalism

  • Arrives on time for scheduled appointments and/or meetings
  • Adjusts successfully to new directives, procedures, duties, and working environments
  • Promotes/practices collaborative approach with individuals’ personal support network

Person Centredness

  • Interacts with all individuals appropriately and respectfully
  • Supports opportunities for all individuals to make choices
  • Presents as a positive role model for individuals receiving service

Teamwork

  • Communicates openly, honestly, and respectfully
  • Models appropriate behaviour through positive interactions with all team members
  • Fosters an environment to foster employee pride

 

INFORMATION

Hours

Position generally falls between operating hours of 8:30-4:30; however, the position is task-and-time- driven, so work hours vary from time to time. May be required to work occasional evening hours and additional hours on occasion to meet deadlines and ensure delivery of high-quality programs and services

 

Wages and benefits

This role includes a competency-based salary increase. Pro-rated benefits include holiday accrual and extended health. Salary is outlined in the CBI employment contract.

 

Flexibility

This position requires attendance at head office; however, response to emails on weekends or evenings may be required

 

Reports to

Executive Director

Category
Accounting