Manager of Finance and Administration

Position Type: Full-time, permanent
Department: Financial Services

Primary Function:

Responsibility for the sound administration of the organization’s financial affairs, including accounting practices, internal controls, maintenance of financial systems and records, preparation of financial reports, recording and reporting of revenue and expenses, Statutory and Funder’s compliance reporting. Ensure transparency and integrity of transactions and financial information.

Key Areas of Responsibility:

• Provides Financial leadership within the organization.
• Financial staff member on the Board’s Audit and Finance Committee.
• Implement the Finance department strategies that support Tropicana’s Strategic Plans.
• Implementation of policies and procedures necessary to ensure quality internal controls over financial and operations reporting.
• Identifies and participates in the growth and expansion of the agency including identifying human resource needs, as well as program and partnership opportunities
• Works collaboratively and cooperates with other members of the management team to ensure the organization operates efficiently and effectively.
• Provide reliable and accurate information from which sound business decisions can be made by the Executive Director and Managers
• Be responsible for preparing, reviewing and finalizing all organization funded program reports.
• Analyze and interpret financial reports and make recommendations as appropriate to the Executive Director, Managers, Finance Committee and the Board of Directors
• Manage the cash flow, banking and prepare rolling cash forecasting reports to advise the Executive Director and the Board of the cash position, cash flow, Reserve Funding and Investments.
• Prepare Quarterly Financial statements and Notes for the Board.
• Prepare cash flow budgets for all organization programs/contracts
• Plan and coordinate annual audit, providing external auditors with appropriate information and schedules.
• Prepare all statutory filing (e.g. annual CRA charity return, etc.)
• Prepare working papers, account analysis, reconciliations and financial statements for annual external and program audits
• Coordinate, implement and monitor the annual budgeting process and variance reporting
• Maintain adequate and suitable insurance coverage regarding liability, fire and theft and officers’ and directors’ liability.
• Assist in preparing responses to the organization’s Funders, Bankers, Ministry representatives, City officials, United Way and any other external stakeholders.
• Direct the preparation of statistics for periodic and yearly financial statements as required by the Executive Director.
• Maintain the payroll management system ensuring that appropriate financial controls and other information are properly assured.
• Performance management, coaching, mentoring, goal setting and progressive discipline in consultation with Human Resources Manager.
• Adhere to the responsibilities of a supervisor under Tropicana’s Occupational Health & Safety Manual.
• Perform other duties as assigned by the Executive Director.

Skills & Qualifications:

• University graduate with emphasis in Finance, Accounting or Commerce
• CPA designation, pursuing CPA or equivalent experiences.
• A minimum of 6 years of experience in Financial Reporting, Auditing, Budgeting and accounting in a Non-Profit organization.
• Minimum of 3 years’ experience in supervising Junior Accounting staff.
• Advanced knowledge and experience in Microsoft Office suite, such as Excel, and Microsoft Word, ERP or SAGE Accounting system.
• Must be detailed oriented and able to work in a team or independently
• Ability to meet deadlines, multi-task and set work priorities in a fast paced and highly demanding environment
• Experience in liaising, communicating with all levels of internal and external personnel with a customer service emphasis
• Demonstrated ability in communicating recommendations to program and administration staff for continuous business process improvements

Reporting Relationships:

Supervision includes:
• Finance and Administration Coordinator
• Financial Accountant
• Payroll/HR Administrator

Reports to: Executive Director

Working Conditions:

Location: Tropicana Community Services, Scarborough, ON
Environment: Office, indoor
Mobility: Travel required; car essential
Hours: 9:00 a.m. – 5:00 p.m. generally; will vary according to needs
Extended Hours: Occasionally
Dress Code: Professional business attire
Duration: Full time, permanent

Application Details:

Please forward application to:

Application deadline: March 21st, 2019

We thank all candidates for the interest shown, however, only those selected for an interview will be contacted. No telephone calls please.

Tropicana Community Services offers accommodation for applicants with disabilities in our recruitment processes. If you are contacted, please advise if you require accommodation.

Coordinator – Counselling Services

One-Year Contract

Primary Function:
To supervise Employment Counselling, Youth Job Link and Resource & Information staff in helping them work with clients in the development and achievement of appropriate career and employment goals.

• Provide leadership and support to the CSPC, YJL and R& I staff in meeting program objectives
• Coordinate work functions among team members to ensure coordinated team approach to service delivery
• Supervise program staff and provide guidance in helping team members work collaboratively.
• Assist in the hiring and evaluation of program staff, conduct orientation and training for new staff members and volunteers
• Supervise placement students and volunteers
• Monitor daily activities and functions of the CSPC, YJL and R & I staff
• Develop work plans with team members
• Monitor staff performance around work plans/evaluation indicators and provide feedback and on-going support
• Monitor documentation process and procedures
• Liaise with Manager of Program and Services; Work collaboratively with Coordinator for Job Development and Placement services
• Make recommendations regarding strategies to improve efficiency and effectiveness; implement strategies following approval from Manager of Programs and Services.
• Monitor the daily operation of EOIS CaMS and the Client Tracking Monitoring System (CTMS) databases which tracks and reports on clients’ information
• Ensure that documentation of program participants is completed and statistical information is reported in Client Tracking Management System(CTMS) database and EOIS CaMS
• Support, engage and motivate CSPC, YJL and R & I staff and promote professional development.

Program Implementation:
• Support Manager of Programs and Services to implement Employment Services guidelines and Internal procedures in order to ensure that agency meets expected targets and outcomes
• Maintain a high level of customer service
• Monitor program activity level and outcome; advise Manager of Programs and Services of changes and developments
• Conduct file checks and provide detailed report to Manager of Programs and Services on a monthly basis
• Monitor periodically counseling and facilitation sessions and provide feedback to counsellors and the Manager of Programs and Services
• Make recommendations regarding strategies to improve efficiency; implement strategies following approval from Manager of Program and Services
• Review and update Counselling Training Binder, Resource Binder

Team Development:
• Schedule and lead team meetings
• Distribute resource information to the CSPC, YJL and R & I staff
• Coordinate information-sharing and facilitate inclusion of each team member in activities
• Work with the JMPI Coordinator to ensure an integrated service and effective relations across teams
• Represent the interests and contribution of team members to the Manager of Programs and Services

Hiring and Training:
• Screen resumes of job applicants, make recommendations to Manager of Programs and Services
• Recruit volunteers/placement students to work with the CSPC team
• Provide job orientation and training for new staff members and volunteers

• Collect timesheets, request to work overtime and request for time-off. Submit to Manager of Programs and Services for final approval
• Prepare monthly reports for Manager of Programs and Services
• Coordinate staff schedules and timesheet submissions
• Ensure that statistical information for the counselling team is collected, recorded accurately and submitted to Administrative Assistant in a timely manner.

Community Relations:
• Establish and maintain effective relations with community partners for example YES, Springboard and YEP to ensure coordinated service delivery
• Make presentations on behalf of the agency to other service deliverer providers
• Participate in outreach activities to increase the number of clients accessing services and to improve on service coordination
• Adhere to the policies and procedures of Tropicana Community Services Organizations as outlined in policy manual
• Represent the organization in a professional manner at all times

Health & Safety:
• Proactively supports the health and safety of the organization.
• Supervisors shall follow all Health & Safety rules and regulations and ensures the safety of their staff as prescribed by the Act.

Skills & Qualifications:
• University degree in Social Service or Counselling Diploma and related work experience in employment counselling
• Strong knowledge and expertise in delivery and coordination of employment programs
• Demonstrated ability to work in a team setting and supervise team members(e.g. sustain team commitment and motivation; ensure team results achieved; actively maintain open communication by seeking input and feedback on consistent basis; gauge team processes and climate; address conflict proactively)
• Knowledge of current labour market trends
• Exceptional presentation skills
• Excellent written communication and interpersonal skills
• Self-directed and results-oriented (ability to set priorities and remain focused on result)
• Creatively and ability to be resourceful in bringing forth on a consistent basis new ideas and innovative strategies to maintain currency and improve the efficiency and effectiveness of the counselling program
• Ability to work in a multicultural/multiracial environment
• Experience motivating, engaging, supporting and developing teams
• Strong research and attention to detail
• Work experience in a non-profit sector/social service setting
• Solid working knowledge of Employment Ontario programs and Employment Ontario CaMS system
• Experience facilitating career and employment workshops
• Computer literacy (knowledge of Microsoft applications and Internet)

Working Conditions:
Location: Tropicana Employment Centre
Environment: Office, indoor
Mobility: Travel required; car essential
Hours: 9:00 a.m. – 5:00 p.m. generally; will vary according to needs
Extended Hours: Occasionally
Dress Code: Professional business attire

Reports to: Manager, Programs and Services

Email resume:

Application deadline: March 29, 2019, 5:00pm

We thank all applicants; however only those selected for an interview will be contacted.
Tropicana Community Services offers accommodation for applicants with disabilities in our recruitment processes. If you are contacted, please advise if you require accommodation.