Finance & Administration Supervisor

Position Summary

Reporting to the Deputy CAO, the Finance & Administration Supervisor is responsible for overseeing the Town’s day-to-day financial and administrative operations while providing direct strategic and operational support to the Deputy CAO.

This role combines hands-on financial coordination with supervisory responsibility, ensuring the accuracy, integrity, and compliance of all financial processes. The position serves as a key resource across all finance functions, providing leadership to financial staff, strengthening internal controls, and ensuring continuity of operations through cross-functional expertise.

The successful candidate will demonstrate strong leadership, sound financial knowledge, and the ability to manage competing priorities in a dynamic municipal environment.

Key Responsibilities

Executive & Financial Coordination

• Act as the primary administrative and financial support to the Deputy CAO, assisting with oversight of the Town’s financial operations
• Support financial planning, reporting, and coordination of core finance functions
• Review financial data, processes, and documentation to ensure accuracy, completeness, and compliance
• Provide confidential support and exercise discretion in handling sensitive financial and organizational matters

Leadership & Supervision

• Provide direct supervision to Accounts Payable Clerk, Administrative Clerks, and Corporate Services Clerk
• Coordinate workflow, assign responsibilities, and monitor performance to ensure efficient operations
• Review and approve work to ensure accuracy, consistency, and adherence to policies and procedures
• Oversee reconciliations and ensure proper documentation, balancing, and approvals
• Identify and resolve discrepancies, implement corrective actions, and maintain strong internal controls
• Support staff development through training, mentorship, and ongoing performance feedback

Financial Operations & Oversight

• Oversee and support accounts payable, accounts receivable, billing, and collections processes
• Maintain general ledger integrity through accurate transaction review and reconciliation oversight
• Collaborate to review bank, credit card, and account reconciliations
• Support month-end and year-end processes, including accruals, working papers, and audit preparation
• Prepare financial reports, schedules, and supporting documentation for internal and external use
• Assist and review online payments, GST submissions, and applicable rebates

Property Tax & Revenue Administration

• Oversee maintenance of tax rolls, including land title changes and assessment updates
• Ensure accurate processing of tax notices, adjustments, and penalty applications
• Coordinate tax recovery processes and support annual tax sales
• Respond to complex tax inquiries and ensure timely, accurate service delivery

Customer Service & Front-Line Operations

• Oversee reception and front-line service delivery to ensure a professional and responsive customer experience
• Support handling of inquiries, payments, and correspondence
• Ensure proper cash handling procedures, daily balancing, and deposit processes are followed

Cross-Functional Financial Leadership

• Serve as a key backup across all finance functions, ensuring operational continuity during absences or peak periods
• Cross-train and maintain working knowledge of payroll, utilities, accounts receivable, accounts payable, and related functions
• Step into critical roles as required to maintain accuracy and timeliness of financial operations
• Promote consistency, knowledge sharing, and best practices across the finance team

HR, Payroll & Internal Support

• Provide support and backup for payroll processing and benefits administration
• Assist with employee records, documentation, and internal reporting
• Support health, safety, and organizational compliance initiatives

Systems, Compliance & Continuous Improvement

• Ensure compliance with the Municipal Government Act, CRA requirements, and Town policies
• Maintain and strengthen internal controls and financial procedures
• Support audit processes, including preparation of documentation and responses to auditor inquiries
• Identify opportunities for process improvements and implement efficiencies across finance and administration
• Support effective use and optimization of financial systems
• Responsibilities may change and evolve over time based on organizational requirements.

Qualifications

• Post-secondary education in Accounting, Finance, Business Administration, or a related field (or equivalent experience)
• 3–5+ years of progressive experience in accounting, finance, or municipal administration
• Demonstrated supervisory or leadership experience is considered an asset
• Strong knowledge of accounting principles, financial reporting, and internal controls
• Experience with municipal finance processes is preferred
• Proficiency in Microsoft Office (particularly Excel)
• Proficiency with accounting systems, R&R Distinct Solutions considered an asset
• Strong analytical, organizational, and problem-solving skills
• Excellent communication and interpersonal abilities
• High level of accuracy, professionalism, and discretion

Work Environment & Expectations

• Work environment varies between steady and high-activity periods, requiring flexibility and the ability to adapt to changing workloads
• Combination of hands-on operational work and supervisory responsibilities
• High level of accountability for accuracy, compliance, and service delivery
• Ability to work independently while collaborating with leadership and staff
• Commitment to continuous improvement and organizational excellence

Compensation & Work Schedule
This is a full-time position based on a 35-hour work week, with standard hours of 9:00 a.m. to 5:00 p.m.

The Town offers a comprehensive benefits package, which includes health, dental and pension.
The salary range for this position is $73,465 to $86,154.23 annually, commensurate with experience.

The above statement is a general description of the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.