Job Title | Finance Lead |
Reports To | Director of Operations |
Approved By | Director of People & Culture |
Date Approved | November 2026 |
Review Date | November 2029 |
Job Purpose
The Finance Lead coordinates Stella’s Circle’s day-to-day financial operations and supports sound financial stewardship across the organization. Reporting to the Director of Operations, the position is responsible for coordinating core accounting and financial management processes, including financial reporting, budgeting, internal controls, cash flow and liquidity, audit preparation, operational compliance, and financial analysis. Technical accounting and compliance matters are reviewed by the external CPA where required.
The Finance Lead serves as a key financial resource to organizational leadership, managers, the Finance & Audit Committee, funders, auditors, and other stakeholders. The role translates complex financial information into practical advice, strengthens financial processes and controls, and supports informed operational and strategic decision-making without direct staff supervision.
Duties and Responsibilities
- Financial Operations Coordination
- Coordinate day-to-day financial processes in collaboration with finance colleagues, promoting accuracy, accountability, consistency, and continuous improvement.
- Coordinate core accounting processes, including the general ledger, subledgers, chart of accounts, monthly and annual close, and the accuracy and integrity of financial records and systems.
- Establish clear financial procedures, service expectations, and controls that support timely, accurate, and efficient finance operations across the organization.
- Financial Reporting, Controls & Analysis
- Lead the preparation of accurate and timely internal and external financial reporting, including quarterly reporting packages for review by the Director of Operations and distribution to the Finance & Audit Committee and Board of Directors.
- Develop, maintain, and strengthen internal controls and financial procedures to safeguard organizational assets, support compliance, and reduce financial risk; communicate requirements to staff as appropriate.
- Monitor organizational financial performance, identify trends and variances, and provide analysis, forecasts, and recommendations to support operational and strategic decision-making.
- Maintain effective financial management systems and ensure financial records, documentation, and retention practices meet organizational, regulatory, and Canada Revenue Agency requirements.
- Budgeting, Funding & Financial Planning
- Coordinate the annual organizational budgeting process in collaboration with finance colleagues and internal stakeholders, preparing a consolidated annual budget for review by the Director of Operations.
- Support leaders and managers in budget monitoring, forecasting, financial interpretation, and corrective planning where material variances or emerging pressures are identified.
- Support the development and review of funding proposals, budgets, financial narratives, and funder reports, ensuring alignment with funding agreements and organizational financial requirements.
- Treasury, Risk & Financial Stewardship
- Oversee day-to-day cash flow and liquidity to support the organization’s operational obligations; monitor banking arrangements, investments, reserves, and debt within approved policies and authorities.
- Identify financial risks and recommend mitigation strategies or changes relating to banking, investments, reserves, and debt for consideration by the appropriate decision-makers; implement approved actions within delegated authority.
- Coordinate financial controls related to cash handling, banking authority, corporate credit cards, and other financial assets, and maintain effective working relationships with banking and financial partners.
- Audit, Compliance & Financial Partnership
- Coordinate the annual external audit, lead the preparation of required financial information, and serve as the primary operational liaison with external auditors.
- Coordinate operational finance compliance, including preparation of required tax, charitable, government, and funder reporting and implementation of financial procedures; engage the external CPA for technical accounting and compliance review where required.
- Serve as a finance partner to leaders and internal stakeholders, providing practical advice and presenting complex financial information clearly to non-financial audiences, including staff, Board members, funders, and external partners.
- Work collaboratively across Stella’s Circle, respond to changing organizational priorities, and perform other related duties consistent with the scope and level of the position.
Dimensions
- Coordinates organization-wide financial processes, budgeting, reporting, internal controls, financial analysis, and operational compliance across Stella’s Circle programs and services; refers technical accounting and compliance matters to the external CPA for review where required.
- Coordinates monthly and annual financial close processes, the annual organizational budget, and the external audit cycle.
- Prepares quarterly financial reporting for review by the Director of Operations and for distribution to the Finance & Audit Committee and Board of Directors.
- Oversees day-to-day cash flow and liquidity, and monitors and recommends actions relating to banking, investments, reserves, and debt within approved policies and authorities.
- Coordinates the maintenance and integrity of the general ledger, chart of accounts, subledgers, and financial management system, currently Sage 300 or a future organizational financial system.
- Works with confidential financial, payroll-related, employee, funder, banking, and organizational information requiring a high degree of discretion and accuracy.
Qualifications
- Bachelor’s degree in accounting, finance, or a closely related field is required.
- Professional accounting designation (CPA or equivalent) is considered an asset.
- Minimum five (5) to seven (7) years of progressive finance and accounting experience, including demonstrated responsibility for coordinating complex financial processes and providing technical guidance.
- Experience in a not-for-profit, charitable, government-funded, or similarly complex multi-program environment is considered a strong asset.
- Strong knowledge of financial accounting, budgeting, financial reporting, internal controls, audit preparation, cash management, and regulatory compliance; knowledge of Canadian accounting standards for not-for-profit organizations (ASNPO) is considered an asset.
- Demonstrated experience with financial management systems such as Sage 300 or comparable ERP software, together with advanced proficiency in Microsoft Excel and the ability to analyze and interpret complex financial data.
- Demonstrated ability to establish effective financial processes, manage competing priorities, and meet critical reporting and compliance deadlines.
- Strong analytical, problem-solving, communication, and relationship-management skills, with the ability to present financial information clearly to both financial and non-financial audiences.
- High degree of integrity, professionalism, judgment, confidentiality, and attention to detail.
- A satisfactory Criminal Record Check with Vulnerable Sector Check is required as a condition of employment.
- Reliability Status with Public Services and Procurement Canada is required or must be obtained and maintained as a condition of the role.
