Manager, Finance & Administration - CIVIX

CharityVillage; Toronto; Hybrid; CAD 125,000 - 150,000; Full time

Job summary

An established charity is seeking a dedicated Manager of Finance & Administration to ensure smooth operations and support civic education initiatives. This role involves managing financial processes, human resources, and administrative tasks while collaborating closely with the CEO. The ideal candidate will have a strong bookkeeping background, excellent organizational skills, and proficiency in Microsoft Office and Google products. With a hybrid work environment and a focus on team success, this position offers a rewarding opportunity to contribute to a mission-driven organization dedicated to strengthening democracy through education.

Benefits

Three weeks of vacation

Comprehensive employee benefits plan

Hybrid work environment

Qualifications

• 4-5 years experience in bookkeeping or administrative roles, preferably in charity.
• Familiarity with accounting practices and employment standards.

Responsibilities

• Oversee financial operations, including accounts payable and receivable.
• Manage recruiting, contracting, onboarding, and retention.
• Lead development of operational policies and procedures.

Skills

Bookkeeping

Microsoft Office

Google Sheets

Organizational Skills

Communication Skills

French or Spanish Proficiency

Education

Experience in Bookkeeping or Administration

Familiarity with Accounting Best Practices

Tools

QuickBooks Online

Job description

ABOUT CIVIX:

CIVIX is a national charity committed to strengthening democracy through civic education. Our programs provide students with hands-on learning opportunities focused on elections, government budgets, elected representatives, civic discourse, and digital media literacy.

We believe civic education is the foundation of a healthy democracy—and our approach brings it to life by helping students experience democracy first-hand, not just read about it in a textbook.

WHAT YOU'LL DO:

The Manager, Finance & Administration will work closely with the CEO and members of CIVIX’s senior team to ensure the smooth operation of the organization and its programs. The successful applicant will be the go-to person for CIVIX’s finance, human resources and administration needs and will assist with program operations when needed.

Finance

• Update and maintain financial and operational policies and procedures.

• Perform timely and accurate processing of all accounts payable and receivable and ensure complete record-keeping.

• Coordinate staff payroll and ensure compliance with Canada Revenue Agency and Revenu Quebec regulations and timely submission of statutory remittances and filings.

• Prepare timely and accurate financial reports for internal use and to support reporting to the CIVIX board and funders

• Collaborate with the CEO to prepare budgets and funding allocations.

• Lead annual audit activities, including report and record preparation, participation in meetings with auditors and implementation of recommendations and adjustments.

Human Resources

• Collaborate with the CEO in establishing the operational strategy and hiring needs.

• Manage recruiting, contracting, onboarding and retention.

• Oversee CIVIX's operations and employee productivity, building a culture that ensures team members can thrive and organizational outcomes are met.

Operations & Administration

• Lead the development of new policies and procedures for the organization, working with the CEO and board.

• Maintain office operations and organization; source vendors, equipment and supplies as needed.

• Assess and implement improved operational processes and new technologies.

• Prepare official donation tax receipts in accordance with CRA Charities Directorate guidelines.

• Maintain accurate and up-to-date information on CIVIX donors and key stakeholders and ensure stewardship activities are completed in a timely manner.

• Support program operations as needed.

• Other duties may be assigned.

WHO YOU ARE:

• 4-5 years experience in a bookkeeping or administrative position, preferably in the charitable sector.

• Familiarity with accounting best practices and employment standards. Familiarity with standards and regulations in Quebec is an asset.

• Superior proficiency in Microsoft Office tools and Google products is required, particularly Excel and Google Sheets — Excel skills will be tested as part of the interview process.

• Familiarity with QuickBooks Online is an asset.

• Excellent organizational and time-management skills with strong attention to detail.

• Excellent written and oral communication skills.

• Working proficiency in French or Spanish is an asset.

Due to the nature of the work at CIVIX, the successful candidate must not engage in any politically partisan activities at the federal, provincial/territorial or municipal/local level during the agreement. Any previous involvement should be disclosed during the interview process.

THE ROLE:

The Manager, Finance & Administration is a full-time, one-year contract position, renewable pending performance.

The proposed pay range for this position is $30-34 per hour, depending on skills and experience, for approximately 35-40 hours per week, plus three weeks of vacation and a comprehensive employee benefits plan after three months.

The CIVIX head office is located in downtown Toronto on Queen Street West and operates in a hybrid work environment. Due to the nature of the role and responsibilities, the Manager, Finance & Administration should work in person at least three days per week.