Finance & Accounting Manager

Wheatley School of Montessori Education Inc.

Part-Time | Approximately 20–24 hours per week

Compensation & Benefits:

● $35–$42 per hour, commensurate with experience and qualifications

● Flexible, hybrid work arrangement, with a combination of on-site and remote work; laptop and required software provided

● Access to employee benefits, including participation in the school’s health benefits plan and tuition assistance for dependent children

About Wheatley

Wheatley School is an independent, not-for-profit charitable school serving approximately 200 students with a team of approximately 40 employees.

Under the direction of new leadership and strategic plan, the organization is in the process of strengthening the financial systems, processes and reporting that support the long-term sustainability of our school.

We are seeking an experienced, highly organized Finance & Accounting Manager to oversee the school’s day-to-day accounting and financial administration while providing accurate, timely financial information to school leadership and the Board.

This is a hands-on role for someone who is equally comfortable managing transactions and reconciliations, improving financial processes, and helping leaders understand the financial picture of the organization.

The Role

The Finance & Accounting Manager is responsible for maintaining accurate financial records, managing the school’s regular accounting cycle, supporting payroll and tuition administration, preparing financial reports, and helping ensure strong financial controls and practices.

This Finance & Accounting Manager will report to a designated member of the Board of Directors (until a new Head of School is appointed) and work closely with the Principal/Associate Head of School.

The successful candidate will bring sound accounting knowledge, excellent attention to detail and the ability to establish efficient, reliable systems in a small organization.

Key Responsibilities

Accounting & Financial Administration

● Maintain accurate and complete financial records using QuickBooks Online

● Manage accounts payable and accounts receivable

● Record and appropriately classify revenue, expenses and other financial transactions

● Complete monthly bank and credit card reconciliations

● Manage vendor records, invoices, payments and supporting documentation

● Maintain an organized digital financial filing and recordkeeping system

● Prepare and maintain appropriate accounting schedules and working papers

● Identify and resolve discrepancies in a timely manner

Tuition & Revenue Administration

● Maintain accurate student tuition accounts and payment records

● Track tuition payments, deposits, outstanding balances and other school-related fees

● Reconcile tuition and other revenue to bank deposits and accounting records

● Provide administration with timely information regarding outstanding accounts

● Support financial administration related to fundraising, donations, grants and other revenue sources

● Ensure charitable donations and related records are appropriately documented and reconciled

Payroll & Employee-Related Finance

● Coordinate and/or process payroll accurately and on scheduled pay periods using Dayforce

● Maintain payroll records and reconcile payroll to the general ledger

● Support the administration of employee benefits, deductions and other payroll-related items

● Prepare or coordinate required payroll remittances and year-end documentation

● Work with school leadership to ensure changes to compensation and employment arrangements are accurately reflected in payroll

Month-End & Financial Reporting

● Complete a consistent monthly financial close process

● Prepare monthly financial statement package for decision making, including, but not limited to:

○ Statement of Operations (Income Statement)

○ Statement of Financial Position (Balance Sheet)

○ Budget-to-Actual reporting

○ Cash position

○ Other financial reports requested by leadership

● Investigate and explain significant budget variances

● Maintain schedules for prepaid expenses, accruals, deferred revenue, capital assets and other balance sheet accounts

● Provide clear, accessible financial information to support decision-making

Budgeting & Financial Planning

● Support school leadership and Board in developing the annual operating budget

● Maintain budget information throughout the year and provide regular forecasts

● Support tuition, compensation and operating-cost analysis as required

● Assist leadership with financial modelling and scenario planning

● Identify emerging financial pressures, risks or opportunities and bring them forward proactively

Year-End, Audit/Review & Compliance

● Take a lead role in the school’s year end, annual audit process by coordinating financial information and working papers required by the school’s external auditor

● Assist with financial information required for charitable and regulatory filings (T3010, T1235)

● Maintain records consistent with Canada Revenue Agency requirements and applicable accounting standards

● Support grant reporting and other funder requirements where applicable

Financial Controls & Process Improvement

● Help develop and maintain appropriate financial policies, procedures and internal controls

● Maintain clear separation between authorization, payment, recording and reconciliation, wherever practical

● Support effective purchasing, expense reimbursement and corporate credit-card processes

● Help strengthen banking and electronic-payment procedures

● Identify opportunities to simplify, automate and improve financial workflows

● Ensure appropriate documentation and approval exists for financial transactions

● Protect the confidentiality and security of employee, family and organizational financial information

Qualifications

Required:

● Direct work experience in an accounting or financial management role

● Post-secondary education in accounting, finance, business or a related field

● Strong knowledge of bookkeeping and accounting principles

● Demonstrated experience with QuickBooks Online

● Experience preparing monthly financial statements and budget-to-actual reports

● Experience with payroll, accounts payable, accounts receivable and bank reconciliations

● Strong Excel skills and comfort learning new financial technology

● Excellent accuracy, organization and follow-through

● Sound judgement and discretion when handling confidential financial and employee information

● The ability to communicate financial information clearly to people who do not have accounting backgrounds

● The ability to work independently, establish priorities and take ownership of the finance function

Considered an Asset:

● Experience in a not-for-profit, charitable, educational or similarly complex organization

● CPA designation or accounting certification (or working toward one)

How to Apply

Please submit your cover letter and resume, along with any questions, to Sonya Hind, Human Resources, sonya.hind@wheatleyschool.com

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, we will provide accommodations to applicants with disabilities throughout the recruitment, selection, and/or assessment process. Please inform Human Resources of the nature of any accommodation(s) that you may require.

Wheatley School is committed to fostering an inclusive, equitable, and accessible workplace. Accommodations are available throughout the recruitment and hiring process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants requiring accommodation are encouraged to contact the school to discuss their needs in confidence.

We are committed to a fair and human-centered hiring process. Applications are reviewed and assessed by members of our leadership team, and we do not use artificial intelligence (AI) tools to screen, rank, or select candidates for employment.

AI will not be used during the hiring process.

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

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