New job Finance Clerk in British Columbia

Finance Clerk

Company : University of British Columbia
Salary : $3,762 - $3,955 a month
Location : British Columbia

Full Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 4 (Gr5)

Job Title

Finance Clerk

Department

Finance | Faculty of Land and Food Systems

Compensation Range

$3,762.00 - $3,955.00 CAD Monthly

Posting End Date

August 9, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

This position is responsible for the delivery of financial services and support for the Faculty of Land and Food Systems. The Faculty structure is centralized and the Finance office is FMS (Financial Management System) certified therefore, all finance transactions/activities flow through the Finance office. The incumbent is the subject matter expert of all routine (& occasional non-routine) financial transactions, supporting the day to day financial activities of the faculty, researchers, staff and students, and providing administrative clerical support to the Finance Team. The position ensures that all transactions processed conform to University policy, guidelines, procedures and government regulations and provides financial advice as required.

Organizational Status

The position reports to the Senior Finance Clerk regarding day-to-day activities and priorities and works with a work study student. The overall management of the office is overseen by the Associate Director, Finance. Interacts with faculty, researcher, staff and students. Liaises regularly with individuals in Financial Services, Payment & Procurement and other University departments as well as a number of external vendors.

Work Performed

  • Verifies account balance and make sure the PG has sufficient funds to cover the expenditures. Prepares and enters requisitions (Q, TR) and journal vouchers. Validates accuracy of information including account coding, appropriate back up documentation, and ensures proper level of authorizations obtained prior to processing.
  • Responsible for online data entries to Online Payment Tool (OPT) and Financial Management System (FMS) related to accounts payables, cash deposits, or expense transfers. Troubleshoots and initiates corrections as necessary and ensures processing is done in a timely manner.
  • Monitors and reconciles complex accounts (Research, Specific Purposes, and GPO), and as the first point of contact, handles complex in-person, phone and email queries from faculty members, staff, students, Central Finance and other departments of UBC in a professional and courteous manner.
  • Liaises with other UBC departments (ORS, RTA, UILO etc.) and assists faculty members in monitoring and reviewing their PGs, resolving issues like PG deficits, budget increases, PG extensions by effectively, efficiently and tactfully obtaining information.
  • Responsible for Chartfield request including PG set up, inactivation, and extension.
  • Monitors PG budgets, maintains ledgers, and coordinate with PG managers to investigate errors, variances and discrepancies, also prepares and enters corrections.
  • Acts as an Individual Card Reviewer for the UBC Purchase Card and UBC Visa Card, reviews/reconciles monthly card statements and follows up with card holders for invoices/receipts. Ensures all invoices/receipts are validated and the expenditures are in compliance with funding agencies and/or UBC guidelines.
  • Responsible for managing petty cash, receives and disburses petty cash. Prepares requisitions for petty cash replenishment.
  • Assists with fiscal year-end processes including preparing year-end memos, entering accruals Journal Vouchers and other related duties.
  • Prepares ad hoc analysis reports as required.
  • Prepares invoices to other departments or external agencies. Initiates collection of outstanding accounts receivables and follows up to resolve problem accounts.
  • Supports the Finance office in implementing and streamlining workflow procedures. Initiates and explores possibilities for improvement of personal and finance office workflow efficiency; assesses methods to work more efficiently, accurately and cost effectively.
  • Responsible for records management of all accounting documents, both hardcopies in the storage and softcopies in the shared drive. Reviewing, culling, archiving/retaining and disposing, ensuring compliance with the University s records management program.
  • Sets up POs, reviews PO invoices to ensure compliance with contract terms and adequacy of supporting documents and approvals.
  • Provides support for faculty and staff on finance related policies and practices. Trains faculty and staff members on new systems and procedures as required.
  • Works with Academic Coordinator in processing TA eForms in ePAF and prepares reconciliations of TA expenses and budget information
  • Processes reimbursements for faculty PDR funds and staff LFS Professional Development Funds, ensuring appropriate back up documentation is provided.
  • Coordinates coffee fund expenses for the MCML building by invoicing/billing users on a monthly basis.
  • Responsible for vehicle bookings, maintaining vehicle keys and records. Prepares vehicle usage charge back entries.
  • Acts as the back up to the HR Admin Clerk in processing hourly payroll/timesheets including calculating statutory holiday pay.
  • Checks and distributes finance mail on a daily basis. Maintains and distributes T4 slips for students.
  • Assists with office administration coverage and performs other related duties as required or assigned.

Consequence of Error/Judgement

This position is required to exercise considerable tact, discretion and initiative in the performance of duties. Errors in judgement and poor customer services will result in significant financial and reputational losses. A high level of security and confidentiality is required in all financial transactions. Payment delays can result in poor relations with suppliers. Errors in the FMS could result in inappropriate financial management decisions being made and errors in HRMS/ePAF and Hourly Payroll will negatively affect the livelihood of teaching assistants and hourly employees.

Supervision Received

Works independently under general direction of the Senior Finance Clerk. Receives detailed instructions from supervisor on the assignment of new duties and thereafter only on new and unusual problems. Technical problems and matters involving policy are referred to supervisors.

Supervision Given

none - may assign work or train work study students when required.

Preferred Qualifications

High School graduation and two-year post-secondary diploma in accounting andbookkeeping.3 years of related experience or the equivalent combination of education and experience.Relevant UBC financial experience (FMS, OPT, HRMS-ePAF, nVision and WorkDa) with training in office procedures, accounting principles and bookkeeping practices is preferred. FMS on-line certification will be required. Familiarity with Hyperion is an asset. Ability to effectively use at an intermediate level. (e.g., Outlook, MS Word, MS Excel)Ability to communicate effectively verbally and in writing with the ability to accurately gather, organize and summarize financial information.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to identify and correct missing and incomplete data. Quick data entry skills.Ability to work effectively independently and in a team environment.Ability to prioritize and work effectively under pressure to meet deadlines.Must have initiative and be a quick learner. Ability to understand and apply policies, procedures and instructions with appropriate judgement.Strong customer service skills with the ability to effectively troubleshoot and resolve problems in a calm, non-confrontational professional manner, and by exercising sound judgment, tact and discretion.Ability to analyze and review work flow processes to make them more efficient and effective.

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