About Cottage Country Family Health Team
Cottage Country Family Health Team is an interdisciplinary primary care organization serving communities across Muskoka. Our team works collaboratively with physicians, nurse practitioners, nurses, integrated health professionals, administrative staff and community partners to improve access to high-quality, coordinated primary care.
CCFHT is committed to fostering an inclusive, respectful and collaborative workplace and welcomes applications from qualified candidates with diverse backgrounds and experiences.
Accommodation is available throughout the recruitment and selection process upon request.
We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.
Position Summary
The Cottage Country Family Health Team (CCFHT) is seeking an organized, detail-oriented and dependable Bookkeeping, Finance & Payroll Administrator to support the day-to-day financial operations of the organization.
The successful candidate will be responsible for bookkeeping, payroll administration, accounts payable and receivable, banking and reconciliations, financial record keeping, and supporting monthly, quarterly and year-end financial reporting.
This is a hands-on role requiring a high degree of accuracy, discretion and accountability. The incumbent will work closely with organizational leadership, employees, vendors, financial institutions, external accountants/auditors and other partners to ensure CCFHT’s financial processes are timely, accurate, well documented and compliant with applicable legislation, funding requirements and organizational policies.
Key Responsibilities
Bookkeeping & General Accounting
- Maintain accurate and up-to-date financial records and general ledger accounts.
- Record and classify financial transactions in the organization’s accounting system.
- Prepare and post journal entries, accruals and adjusting entries as required.
- Maintain appropriate supporting documentation and clear audit trails for all financial transactions.
- Complete routine account reconciliations and investigate and resolve discrepancies.
- Support month-end and year-end closing processes.
- Maintain organized electronic and financial filing systems.
- Support the development and maintenance of efficient financial processes, procedures and internal controls.
Accounts Payable
- Receive, review and process vendor invoices and expense submissions.
- Verify appropriate approvals, coding and supporting documentation prior to payment.
- Prepare vendor payments through electronic funds transfer (EFT) and other approved payment methods.
- Maintain accurate vendor records and payment information.
- Respond to vendor inquiries and resolve discrepancies in a timely manner.
- Monitor outstanding invoices and payment deadlines.
- Support the organization’s transition toward efficient electronic payment processes.
Accounts Receivable & Banking
- Prepare invoices and track accounts receivable, where applicable.
- Record incoming payments, deposits and other revenue.
- Follow up on outstanding receivables as required.
- Complete regular bank and credit card reconciliations.
- Maintain accurate records related to organizational banking transactions.
- Assist with cash flow tracking and provide information to leadership regarding upcoming payments and financial commitments.
Financial Reporting & Funding Support
- Assist in preparing monthly, quarterly and annual financial reports.
- Prepare general ledger reconciliations and supporting schedules.
- Maintain spreadsheets and working papers supporting financial reporting.
- Assist leadership with financial information required for organizational planning and decision-making.
- Support preparation of reports and financial documentation required by funders.
- Assist with tracking expenditures against approved budgets and identify potential discrepancies for review.
- Support preparation of financial information related to programs, projects and funding agreements.
Audit, Compliance & Internal Controls
- Support annual financial statement audits and other internal or external reviews.
- Prepare documentation, reconciliations and working papers requested by auditors.
- Ensure financial records are complete, organized and audit-ready.
- Follow established signing authorities, approval processes and internal financial controls.
- Assist with maintaining and improving finance-related policies, procedures and workflows.
- Maintain strict confidentiality regarding employee, organizational and financial information.
- Ensure financial and payroll activities comply with applicable legislation, organizational policies and funding requirements.
Qualifications & Experience
Required
- Post-secondary education in bookkeeping, accounting, business administration, finance or a related discipline, or an equivalent combination of education and experience.
- Minimum two years of relevant bookkeeping, accounting or financial administration experience.
- Demonstrated experience processing payroll.
- Experience with accounts payable, accounts receivable, bank reconciliations and general ledger transactions.
- Strong proficiency with Microsoft Excel, Word and Outlook.
- Experience working with QuickBooks Online.
- Excellent attention to detail and demonstrated commitment to accuracy.
- Strong organizational and time-management skills with the ability to manage competing priorities and recurring deadlines.
- Ability to work independently, exercise sound judgment and identify issues requiring escalation.
- Demonstrated ability to handle confidential and sensitive information with discretion.
Assets
- Bookkeeping, payroll or accounting certification/designation.
- Experience with QuickBooks and electronic payroll platforms.
- Experience administering employee benefits or pension programs.
- Experience with electronic banking and EFT payment systems.
- Experience supporting financial audits and year-end processes.
- Experience preparing financial reports for leadership, boards, auditors or funders.
- Experience working within healthcare, primary care, a not-for-profit organization or another publicly funded environment.
- Familiarity with Ontario healthcare funding and reporting structures.
Core Competencies
The successful candidate will demonstrate:
- Accuracy & Attention to Detail – consistently producing complete and reliable financial information.
- Integrity & Confidentiality – exercising discretion and professionalism when handling sensitive information.
- Accountability – taking ownership of responsibilities, deadlines and follow-through.
- Organization – effectively managing recurring financial processes and multiple competing priorities.
- Analytical Thinking – identifying discrepancies, investigating issues and recommending solutions.
- Communication – communicating clearly and professionally with employees, leadership and external partners.
- Collaboration – working effectively as part of an interdisciplinary and administrative team.
- Continuous Improvement – identifying opportunities to simplify processes, strengthen controls and improve efficiency.