Office Administrator (Accounting/Payroll)

Job region: 
Greater Toronto Area
Application Deadline: 
Friday, December 2, 2022 - 5:30pm
Job terms: 


CICS is a not-for-profit organization with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.

Ref. and Title: 55-22 / Office Administrator (Accounting/Payroll)
Work location: IRC other locations as assigned
Work Team/Unit: Finance
Hours: 35 hours per week Monday to Friday; may work irregular hours including evenings, weekends and some holidays
Salary Range: Commensurate with experience

Essential duties and responsibilities:

• Set up new staff account and work schedule as well update any staff changes on ADP WorkforceNow
• During Payroll week, oversee/review all the timecards & payroll summaries
• Keep track of all staff changes
• Prepare monthly/annual Union Due & Union Fee report
• Calculate the retro payment for salary increase if back pay is needed
• Calculate the vacation paid out for departing employees
• Prepare the ROE(s) for all departing/seasonal lay-off employees
• Prepare and process payroll journals for each payroll including adjustment journals
• Process staff expenses including the worksheet preparation with ADP WorkforceNow & Quickbooks entries
• File all the payroll related documents
• Prepare, Maintain and Review accounts receivable and deposits
• Review A/R balances and follow up to the outstanding invoices
• Maintain Funding Receipt Records, and Reconciliations of Funding Income sources
• Review funding receipt records, and provide report for Finance Manager to follow up on any outstanding balances
• Process invoice payments and allocate income received accordingly
• Cross reference the cash receipts journal from each location for bank deposits
• Issue receipt to recorded source of income received by mail or from other sources
• Prepare and update cash receipt journal for deposit and handle all deposits
• Maintain staff sign-in records of all office locations
• Maintain fixed asset record and process internal audit
• Support and assist with internal and external audits
• Other duties as assigned by Finance Manager

Position Specifications/Knowledge and Skills:

• University degree or college diploma in accounting or related subjects or equivalent
• Strong organizational skills, analytical and attention to details
• Experience working with ADP WorkForce Now and QuickBooks
• Excellent communication, problem solving, interpersonal skills and maintain confidentially at all levels of communication
• Ability to work under stress and meet deadlines
• Demonstrate self-motivation and initiative and work under limited guidance / supervision;
• Accuracy, diligence and a willingness to accept responsibilities;
• Technical competence in areas of evaluating and maintain computerized payroll system
• Advanced word and excel skills with ability to work with complex formulas
• Ability to prioritize, identify problems & implement solutions
• Reliable, flexible and a team player and work independently
• Proficient in using Microsoft Office, especially Excel, and other Accounting software’s
• Ability to cope with changes and be flexible in scheduling; willing to work evenings and/or weekends
• Possess a negative result in a “Vulnerable Sector Screening

How to apply:

Please apply in confidence to the following email address by December 02, 2022. Applicant should quote Job #55-22 Office Administrator (Accounting/Payroll) and address the covering letter to Hiring Committee by E-mail to:

CICS is an equal opportunity employer. We provide accommodations during the recruitment process for persons with disabilities if required. This will be in accordance with the Accessibility for Ontarians Disability Act and Ontario Human Rights Code. We thank all those who respond to this posting. Only those selected for further screening will be contacted. No telephone call inquiries.

Preferred contact method: