Accounting and Payroll Administrator

About CivicAction 
CivicAction Leadership Foundation is a leading civic engagement organization working to build livable, inclusive cities across the Greater Toronto and Hamilton Area. For over two decades, the organization has mobilized leaders from business, government, and community sectors to address complex regional challenges through collaboration, leadership development, and systems-level influence. 

Operating at the intersection of sectors, CivicAction convenes decision-makers, fosters cross-sector partnerships, and advances initiatives that respond to critical regional issues such as housing and affordability, economic opportunity, infrastructure and climate, and civic leadership. Through strategic convening, leadership development, and issue-based work, CivicAction connects emerging and established leaders to opportunities for collective action and regional impact. 

Reports to: CEO or Director, Corporate Operations 

Works closely with: Fractional CFO, external auditor, payroll and benefits providers, program and fundraising staff 

Role type: Full-time, hands-on accounting and payroll administration role 

Salary range: $50,000 to $55,000 plus employer-paid benefits 

Deadline: The position will remain open until filled. Applications will be processed on a rolling basis.

Position Summary 
CivicAction is seeking an Accounting and Payroll Administrator to manage the organization’s day-to-day accounting administration and payroll processing in house. This role is responsible for transaction processing, accounts payable, accounts receivable support, payroll administration, reconciliations, financial recordkeeping, report generation, audit support, and general finance administration. 

Key Responsibilities 

Accounting administration 

• Process and record day-to-day financial transactions accurately and on time. 
• Maintain the general ledger and ensure transactions are coded correctly. 
• Prepare and enter journal entries as required. 
• Process accounts payable, including invoices, expense claims, and payment support documentation. 
• Prepare accounts receivable records, invoices, and receipt tracking as required. 
• Record donations, grants, sponsorships, contracts, and other incoming funds accurately. 
• Maintain orderly accounting records and supporting documentation in digital files. 
• Support month-end and year-end close by preparing schedules, reconciliations, and working papers. 
• Run standard financial reports from the accounting system as requested. 

Payroll administration 

• Prepare and process payroll accurately and on schedule. 
• Maintain payroll records, employee pay data, and payroll-related documentation. 
• Coordinate payroll changes including new hires, departures, salary changes, vacation updates, and benefit deductions. 
• Reconcile payroll registers to the general ledger. 
• Coordinate payroll remittances and payroll-related filings as required. 
• Support year-end payroll processes including tax slips and related documentation. 
• Liaise with payroll and benefits providers to resolve issues. 
• Maintain confidentiality and care in handling employee payroll information. 

Reconciliations and finance support 

• Complete bank and credit card reconciliations on a regular schedule. 
• Reconcile payroll, accounts payable, accounts receivable, and selected balance sheet accounts. 
• Track outstanding invoices, follow up on missing documentation, and flag issues promptly. 
• Prepare finance support schedules for the CEO, Director, Corporate Operations, and fractional CFO. 
• Assist with cash tracking by keeping records current and identifying timing issues in receipts or payments. 
• Help prepare documentation required for grant claims, funder reporting, and the annual audit. 

Administration and coordination 

• Maintain finance calendars, payment schedules, and filing deadlines. 
• Help improve consistency in finance processes, templates, and file organization. 
• Coordinate with staff to obtain invoices, approvals, coding details, and supporting backup. 
• Support benefits administration as assigned. 
• Provide general administrative support to the finance function as needed. 

Qualifications 

• Diploma or degree in accounting, bookkeeping, payroll, finance administration, or a related field. 
• Minimum 3 to 5 years of experience in accounting administration, bookkeeping, payroll, or a similar finance support role. 
• Experience processing payroll and maintaining payroll records. 
• Experience with accounts payable, accounts receivable, reconciliations, and general ledger support. 
• Experience working in a nonprofit, charity, or small organization is an asset. 
• Familiarity with audits and year-end file preparation is an asset. 
• PCP certification or progress toward it is an asset, but not required. 

Skills and Capabilities 

• Strong accuracy and attention to detail. 
• Strong organizational and file management skills. 
• Ability to manage recurring deadlines and multiple priorities. 
• Sound judgment in handling confidential information. 
• Clear and professional communication. 
• Ability to follow procedures and maintain consistent records. 
• Comfort pulling reports and providing support data as requested. 
• Strong QuickBooks and Excel skills, including the ability to maintain accurate records, prepare reconciliations, and run reports.