Responsibilities:
Financial Matters:
Oversees the Bookkeeper for all financial operations and ensures clear communications with the Executive Director (and Board Treasurer, where appropriate)
Manages the annual budget exercise for the organization, including all operating and capital budgets as per the organizational Strategy and Plans.
Produces regular internal financial reporting for all operating, restricted, and endowment funds for use by the board of directors, the Executive Director, fundraising team, and all staff responsible for program delivery;
Leads the fiscal year-end process, preparing for and working with the external auditors to finalize audited financial statements
Oversees the administration of donations and payroll functions, and all government required tax reporting; including creation of T4s, T4As, T3010, ROEs and similar documents, tax receipts, and HST remittances.
Reviews and approves all journal entries, financial disbursements and monthly account reconciliations;
Maintains a strong internal control framework and ensures accurate financial reporting in a way that is efficient, productive, and cost-effective;
Continuously assesses the feasibility of technological solutions for the organization, working closely with outsourced IT support, to ensure all platforms are coordinated, effective, and current and meet the requirements of the organization’s fundraising and financial activities and obligations.
People and Internal Capacity Building:
Leads inclusive and accessible recruitment, hiring, orientation, training and performance evaluation process of staff and volunteers;
Drafts employment and service contracts in compliance with rare’s policies and procedures and the Canada Employment Standards act;
Oversees and executes administration of benefits program including extended health benefits, vacation, personal days, lieu time and other features; and
Administers and executes Canada Summer Jobs applications and related employment grant programs.
General Administration
Supervises team of administrative staff and volunteers;
Takes the lead and has oversight on project management that involves facilities development and building projects and supervises Gardens and Facilities Coordinator with regard to related tasks;
Oversees and manages facilities rental program with support from Sponsorships and Events Manager;
Oversees compilation of reports and invitations for board meetings and Annual General Meeting, including staff report, agenda, minutes etc; acts as a resource to the Board in all matters that relate to the charitable objectives and bylaws and addresses matters related to these items;
Manages insurance policies;
Oversees updating process, and executes development and correct implementation of Policies and Procedures;
Leads and oversees any legal matters and proceedings;
Oversees and manages records retention process (hardcopy and digital); and
Liaises with IT and other major vendors on major issues.
Qualifications:
Must love variety in their work and working with people.
Demonstrated understanding of general management principles and financial statements and their application to not-for-profit organizations; preferably, at least 15 years of experience in the field, ideally including experience in a not-for profit charitable organization, and related education; degree in business administration or management is an asset, or other demonstrated skill in general management.
Professional accounting designation required with a minimum of 5 years in a financial management role.
Excellent people and communication skills, authenticity, interest in equity and inclusiveness and creating internal capacity and processes that reflect these values;
Ability to plan and direct and set realistic goals;
Ability to manage and supervise others, including volunteers;
Excellent organizational skills and ability to meet deadlines in an appropriate manner;
Strong attention to detail and excellent record-keeping abilities to ensure an organizational history and good management tools in all areas of administration and organization record-keeping (files/document/resources);
Ability to solve problems creatively and to handle emergencies in a capable manner;
Ability to work in a collaborative team environment where everyone’s goals and progress are understood and taken into account;
Ability to create and foster a hybrid work environment that motivates staff to attend the office several times a week while ensuring they are on track when working remotely;
Ability to work independently, producing ideas, and to have appropriate communications with others; and
Ability to collaborate with a keen interest to push boundaries and seek unconventional or non-traditional partnerships; and
Must complete police record and credit check prior to hiring.
Founded in 2001, the rare Charitable Research Reserve is a community-driven urban land trust, nature reserve and environmental institute with its headquarters and first three locations comprising over 900 acres within the Haldimand Tract that spans six miles on either side of the Grand River from source to mouth, land granted to Indigenous Peoples in 1784 to recognize their support for the British in the American Revolution.
While the goal of rare is to steward its sites and ecosystems intact in perpetuity, for the community to enjoy, forever, in a natural state, it also promotes the lands as a living laboratory for research — including in-house monitoring programs and partnerships with other institutions, citizen scientists, artists and Indigenous Peoples.
This is a permanent, full-time position with a competitive health benefits package, offering a flexible, remote/hybrid work schedule. Don’t miss out on this opportunity to thrive in a positive environment that fosters creativity and flexibility, providing all members an invitation to contribute in a meaningful way. We welcome all qualified applicants to apply with a Resume and Cover Letter!
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