Finance and Operations Lead
Updated: 6 days ago
Key words: Highly organized, self-directed, creative problem solver, high-level vision for how operations drive impact, clear written communication skills, teamwork mindset, passionate about social justice and progressive Jewish community.
About MAZON Canada:
MAZON Canada is the Jewish Response to Hunger. We work within and beyond our community to fight hunger by: supporting food aid for Canadians of all ages, ethnicities, faiths and abilities through grants; and through educating and mobilizing the Jewish community toward systems-change and policy solutions.
Based on our values of tzedek (justice) and chesed (lovingkindness), we acknowledge that oppression and poverty are intimately connected to hunger, and that hunger cannot be solved without addressing social inequality.
Our small, dynamic, hilarious staff (5 people) is committed to making the workplace we wish to see in the world: communicative, colourful, effective, enjoyable, mutually supportive, and nourished by expressing and respecting our needs and boundaries!
We are an equal-opportunity employer with a deep understanding of the barriers faced by marginalized people while job-hunting and in the workplace. We seek to make our office a safe, supportive space for our employees to bring their full selves and their needs to work.
About You:
A small staff means that a teamwork mindset and strong interpersonal communication will be valued highly, as well as the ability to work independently, creatively, and with initiative. While hard skills are necessary for this job, soft skills like curiosity, creativity, and communication will be valued over experience with a specific software, etc.
We are actively seeking applications from candidates belonging to demographics and communities most impacted by food insecurity (Black, Indigenous, disabled, trans, etc). We consider lived experience of food insecurity or poverty an asset, as well as personal passion for progressive Jewish community spaces.
Knowledge of the Canadian Jewish community is preferred, but not required for this internal-facing role.
About the role:
The Finance and Operations Lead owns MAZON Canada's finance, data and operations functions end-to-end, running their work efficiently and curiously solving problems as they arise. This right person for this role is ready to lead this portfolio with full creative control.
Details:
Time commitment: full time (9-5 equivalent, flexible hours)
Location: In-person or hybrid (requires at least 3 days a week in-person at our Toronto office);
Salary: $65,000 - $70,000 annually, includes benefits.
Reports to: Executive Director, Izzy Waxman
This position will work closely with the ED, and offers significant mentorship towards non-profit leadership and room to grow as MAZON grows.
Responsibilities:
Finances and Bookkeeping
Own accurate and timely processing of accounts payable, accounts receivable, gift processing, payroll, remittances, reimbursements, grant payments, budget tracking, and all other financial transactions;
Maintain complete and timely records in our accounting software (QuickBooks);
Complete monthly bank and credit card reconciliations, and weekly financial records and bank deposits;
Prepare a monthly cash position report and maintain a rolling cash-flow forecast for the Executive Director and Finance Committee;
Prepare tri-annual expense and revenue reports;
Lead preparation of documents for the annual financial audit and T3010 filing, and liaise with the auditor to ensure financial statements are completed in time for the AGM;
Work with the Executive Director to develop the annual budget, including advising on revenue targets and expense budgets, preparing necessary data, and consulting with staff;
Prepare and file T4s and the T4 Summary for all staff.
Database Management
Own the donor database, keeping it up to date with information from all revenue sources;
Collect, organize and analyze impact data annually to support marketing and fundraising efforts;
Identify and implement strategies to improve capture of actionable donor data for marketing and donor relations strategies;
Produce database research, reports and analytics for Finance Committee, Board, fundraising and outreach materials.
In year one, lead the build-out of new data management infrastructure and systems in our new CRM (Bloomerang).
Operations, Organization and Record-keeping
Manage accurate and timely annual and year-round receipting processes;
Maintain current written procedures for all recurring financial and operational processes;
Support the fundraising team with four major annual campaigns, including tracking and sending mass 'in honour' holiday card orders, preparing segmented outreach data for mail and email, and analyzing campaign results.
Receive and process mail, executing necessary tasks like gift processing;
Track office inventory and order replacement materials and supplies as necessary;
Manage software subscriptions, including accounts, payments, deadlines, support calls, and troubleshooting as needed;
Organize the team calendar and project management task lists;
Update and organize a shared digital record library;
Organize and managing physical office files;
Share responsibility with the team for administrative and stewardship tasks received by email and phone, like receipting and record-checking.
General
Manage own workload and priorities, supported by the ED with regular check-ins;
Creatively seek to improve efficiency and outreach by streamlining processes, learning new relevant skills, and synthesizing different aspects of the work;
Liaise with the rest of the team as necessary to collaborate on shared projects;
Identify issues in projects under their job description, and work together with the team to create solutions;
Do their part in keeping our office work culture a supportive, effective, and fun working environment!
Required Experience and Qualifications
2+ years of hands-on bookkeeping, accounting or finance/operations experience, ideally at a non-profit or registered charity;
Proficiency with QuickBooks (or comparable accounting software) through month-end close and reconciliation;
Working knowledge of CRA rules for registered charities, including official donation receipts and the T3010;
Experience with payroll, source deduction remittances and T4s;
Strong Excel skills;
A proven track record of managing your own deadlines and workload independently;
Clear, organized written documentation habits.
Assets
• Experience with Bloomerang or another donor CRM, including setting up or migrating systems;
• Experience preparing for a financial audit;
• Experience building budgets and cash-flow forecasts;
• Familiarity with Jewish culture and the Canadian Jewish community;
• Interest in and knowledge of social justice and food security across Canada;
• French fluency;
• Willingness to work very occasional evenings or weekends (lieu hours offered in compensation).
About the Office:
Our office is the beautiful ground floor of a big old Annex house near Bloor and Bathurst, filled with cozy sofas, pretty lamps, interesting books, and a hilarious and supportive team. It has a large co-working space and smaller rooms for focused work or private meetings. While we offer hybrid and remote work, our staff generally prefers to come to the office unless there's a reason to stay home (that's a brag - the vibes are great).
Location: We're one block from Bathurst Station and have free parking for employees. Located by the Carrying Place, we're on the shared and treatied traditional territory of many nations including the Anishnaabeg, the Ojibwe, the Haudenosaunee, the Wendat, and the Mississaugas of the Credit, and are subject to the Dish with One Spoon Wampum Belt.
Accessibility: There are five steps to the front entrance, three steps to the back entrance, and the bathroom doors are unfortunately too narrow to accommodate a wheelchair. Both bathrooms are single-stall and non-gendered. We have a kitchen which is not currently kept to Kosher standards.
APPLICATION INSTRUCTIONS:
Applications are open on a rolling basis until the role is filled, and candidates under consideration will be contacted within a week of submission about scheduling a phone screening. Rejections will only be sent to candidates who complete a phone screen. We're hoping for a start date as soon as possible, and by December at the very latest, although it could be possible to delay for an extremely well-suited candidate.
To be considered, your application must include:
• a unique, relevant cover letter that references the job posting
• your resume
• 2-3 references, available upon request or included
To apply, please email your application to our Executive Director, Izzy Waxman, at izzy@mazoncanada.ca.
