Accounting and Office Administration Specialist

OBSI - Ombudsman for Banking Services and Investments; Toronto; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a detail-oriented Specialist in Accounting and Office Administration to join their Finance and Operations team. In this pivotal role, you will support various accounting tasks, including accounts payable and receivable, while ensuring compliance with internal financial controls. Your strong analytical skills and proficiency in Microsoft Office will be essential as you assist in preparing financial reports and managing office operations. This is a fantastic opportunity to contribute to a not-for-profit organization dedicated to resolving disputes in the financial services sector and to grow your career in a supportive environment.

Qualifications

• Strong analytical and organizational skills are essential for this role.
• Fluency in English and French is preferred for effective communication.
• Proficiency in Microsoft Office Suite is required.

Responsibilities

• Support accounts payable and receivable tasks, ensuring timely processing.
• Assist in month-end and quarter-end accounting tasks and reporting.
• Provide executive administrative support to the Ombudsman & CEO.

Skills

Fluency in English

Fluency in French

Analytical skills

Organizational skills

Communication skills

Time-management skills

Interest in financial services

Education

Knowledge of GAAP

Courses in financial management

Certificates in payroll

Tools

Microsoft Office Suite

Microsoft Dynamics CRM

Microsoft Business Central

Job description

Specialist, Accounting & Office Administration

FT Vac Accrual Specialist Toronto, ON, CA

4 days ago Requisition ID: 1042

Canada’s Ombudsman for Banking Services and Investments (OBSI) is a national, independent and not-for-profit organization that helps resolve and reduce disputes between consumers and financial services firms in both official languages. OBSI is responsive to consumer inquiries, conducts fair and accessible investigations of unresolved disputes, and shares its knowledge and expertise with the stakeholders and the public. If a consumer has a complaint against an OBSI participating bank or investment firm that they are not able to resolve with the bank or firm, OBSI will investigate at no cost to the consumer.

Job title: Specialist, Accounting and Operations

Location: Toronto

Reporting to: Director, Finance and Operations

Duties and Responsibilities

The Specialist, Accounting and Operations plays an important role in supporting the Finance and Operations team which includes the following accounting tasks:

• Supporting compliance requirements with internal financial controls, policies and procedures.
• Supporting accounts payable tasks, including:
• Inputting invoices into OBSI accounting systems in a timely manner
• Preparing and reconciling vendor invoices and statements
• Preparing and reconciling the monthly payables report
• Special projects as assigned
• Supporting accounts receivable tasks, including:
• Preparing and reconciling member invoices and statements
• Preparing and reconciling the monthly receivables report
• Posting and reconciling receivables to bank statements for payments made by cheque, credit card, or wire transfer
• Following up on overdue invoices by sending reminders and contacting participating firms
• Preparing bank deposits and making deposits at local bank if applicable
• Special projects as assigned
• Supporting month-end and quarter-end accounting tasks, including:
• Preparing monthly, quarterly and annual journal entries and other accounting transactions
• Preparing monthly bank reconciliations
• Maintaining and keeping track of OBSI’s fixed assets
• Keeping financial records updated
• Assisting with the preparation and analysis of month-end, quarter-end, and annual financial reports

In conjunction to the above, the Specialist, Accounting and Operations also plays an important role in supporting the overall management of OBSI including:

• When required, assistance in office management, including:
• Preparing boardrooms for external meetings
• Answering the front door and ensuring that visitors are properly announced
• Co-ordinating and maintaining office operations including all office equipment
• Monitoring, ordering and storing of office and kitchen supplies and inventory as required
• Maintaining and archiving filing systems, logging and archiving closed files both off-site and on-site
• Undertaking general office functions such as photocopying, scanning, faxing, picking up mail, preparing outgoing mail and couriers, ordering postage and maintaining postage records
• Managing multiple aspects of the administrative functioning of the organization including property/facility management, safety of the work environment, and furniture and equipment necessary for effective operations.
• Assisting in the preparation of office renovations projects if required
• When required, meeting coordination, including:
• Managing the execution of all internal meetings and events including quarterly board meetings, semi-annual all-staff meetings, the annual stakeholder reception and internal all-staff lunch meetings.
• Assembling and distributing meeting materials for quarterly board meetings.
• When required, executive administrative support, including:
• Providing executive assistance to the Ombudsman & CEO.
• Providing administrative support to members of the board and senior management team.
• Providing general administrative support to all staff as needed

The Specialist, Accounting and Operations also serves as a secondary contact for participating firms and coordinates membership activities including:

• Ensuring accurate firm record keeping, timely processing of new firms and resigning firms, managing firm inquiries and new firm onboarding.
• Responding to membership telephone and email enquiries
• Coordinating the onboarding of new participating firms to OBSI
• Maintaining member databases, including for the website, e-newsletter, and global member list
• Special projects as assigned

Key qualifications, abilities, and skills

• Fluency in English and French is preferred
• Strong analytical and organizational skills
• Strong computer skills including proficiency with the Microsoft suite of programs (Microsoft Word, Excel, PowerPoint & Outlook)
• Competency in Microsoft Dynamics CRM and Microsoft Business Central is preferred
• Strong written and oral communication skills and ability to communicate effectively and professionally with stakeholders with minimal supervision
• Strong organizational and time-management skills
• Strong interest in and knowledge of the financial services industry
• Ability to work both independently and within a team environment

Education and Other Training:

• Strong knowledge of GAAP
• Courses or certificates in financial management for non-profit organizations and payroll are considered an asset

OBSI strives to provide equal opportunity to qualified individuals with all abilities and, as such, we are committed to offering reasonable accommodation during the hiring process. If you require special assistance or accommodation, please contact Human Resources at [e-mail].