Manager, Finance & Administration

About this position

About CIVIX:

CIVIX is a national charity dedicated to building the habits of active and informed citizenship among school-aged youth.

We believe that civic education is the irreplaceable foundation of a robust and successful democracy. 
Our approach to civic education focuses on providing experiential learning opportunities to help students develop the knowledge, attitudes and skills of democratic citizenship.

CIVIX programming focuses on elections, government budgets, elected representatives, civic discourse and digital media literacy. CIVIX currently has teams in Canada and Colombia, and is planning to expand its programming in Latin America.

Our signature program is Student Vote — a parallel election for students under the voting age, coinciding with official elections. Students learn about government and the electoral process, research the parties and candidates, and discuss the election with family and friends. In the culminating activity, students cast ballots for their official election candidates. The results are shared publicly and with the media for broadcast and publication following the close of polls. 

Now in its 20th year, CIVIX is implementing an extensive capacity-building strategy to renew its programming, bolster its resources and bring the organization to the next level of operational and organizational maturity.

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.

• 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 reports to the CIVIX board, funders, and key stakeholders.
• 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.

• 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.

• 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 book-keeping or administrative position, preferably in the charitable sector.
• Familiarity with accounting best practices and employment standards.
• Superior proficiency in Microsoft Office tools and Google products is required, particularly Excel and Google Sheets.
• 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 $29-32 per hour, depending on skills and experience, for approximately 40 hours per week, plus three weeks of vacation and a comprehensive employee benefits plan.

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.

Application guidelines:

Please submit a cover letter, resume and two references who can speak to your relevant work or volunteer experience. All materials should be submitted as one Word or PDF document and e-mailed to diana@civix.ca, with Manager, Finance & Administration in the subject line.

Applications should be submitted by the end of the day on August 14, 2024. Applications will be reviewed on a rolling basis.

We thank all applicants for their interest, but only those selected for an interview will be contacted.

CIVIX is committed to accessible recruiting, employment and retention practices. Individual accommodations can be provided on request.