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    Financial Processing Specialist - Vancouver, Canada - UBC

    UBC
    UBC Vancouver, Canada

    3 weeks ago

    Default job background
    Full time
    Description
    Staff - Union

    Job Category

    CUPE 2950

    Job Profile

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

    Job Title

    Financial Processing Specialist

    Department

    Finance Operations| Athletics and Recreation

    Compensation Range

    $4, $4,532.00 CAD Monthly

    Posting End Date

    April 29, 2024

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

    Job End Date

    At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

    Job Summary
    The position is responsible for providing accounting and administrative support to UBC Athletics & Recreation. Duties include accurate and timely entry of financial transactions into FMS, Peoplesoft, payroll data and timesheets, administration of purchase orders, audit and approval of OPT and Visa card transactions, monthly reconciliations and responding to complex inquiries from vendors and staff.

    Organizational Status
    Reports to the Financial Director, Athletics & Recreation.

    Work Performed

    • Audits and approves entries in OPT (Online Payment Tool) system including verification of account coding, signing authorities, appropriateness of expenditures, documentation and adherence to University policies. Requires extensive knowledge of Generally Accepted Accounting Principles.
    • Prepares and audits complex travel reimbursements and cash advances for large numbers of people including athletes, coaches, trainers, media and other staff. Large volumes of cash are handled.
    • Prepares monthly reconciliations of non-salary expenditures including credit card transactions. This includes tracking pending expenditures, regular follow-up on outstanding items, verification of automated billing system charges, follow-up on rejected transactions, error investigation and resolution, identification of discrepancies, and verification and correction of data entered items. This requires extensive knowledge of FMS and strong analytical skills to investigate and research expense charges, revenue allocations and fund transfers, ensure appropriateness and correct distribution of such items.
    • Performs efficient and accurate FMS data entry of financial documents including cash receipts, journal vouchers, domestic and international travel claims, purchase requisitions, requisitions for payment and OPT items.
    • Reviews invoices for account information, completeness, existence and validity of the financial documentation for transactions and assesses the accuracy of GST and PST, self-assessing such taxes where necessary.
    • Coordinates with Financial Services to create new vendors and update addresses.
    • Responds to queries from vendors, clients and staff, finding answers to questions and resolving disputes. Follows up on status of unpaid invoices and resolving disputes between the department and vendors.
    • Follows up on cheque requisitions, Eforms, foreign drafts and wire transfers as required.
    • Maintains transaction files and supporting documentation for audit and reference purposes. Prepares documents for audit requests.
    • Investigates, explains and resolves any errors and discrepancies in financial data for the various units in Athletics and Recreation.
    • Coordinates requests for stop payments and reissuing replacement cheques with Financial Services and vendors.
    • Reviews and posts deposit forms to FMS and deposits cash and cheques.
    • Files and maintains financial documents.
    • Assists the Finance Manager and Finance Director as required.
    • Supervising and assisting student staff with their job duties.
    • Assists with staff training to facilitate understanding of existing financial and accounting procedures, policies and systems as required.
    • Performs other duties in keeping with the qualifications and requirements of the job.

    Consequence of Error/Judgement
    Failure to meet month-end deadlines and errors in data entry would result in inaccurate monthly financial reports and cause misleading budget projections. Failure to pay vendors and suppliers in a timely manner could result in goods and services being withheld from the University, interest charges assessed to department for late payment, and a damaged reputation for the University. Errors could result in over/under expenditures, inaccurate forecasts and budgets, overpayment or non-payment of invoices, incorrect departments/units being charged and delays in hiring or paying staff. Large amounts of cash are handled and reconciled. Loss of or failure to distribute cash would be detrimental to travelling teams and be a financial problem for the department. Errors could cause financial hardship, budget over-expenditures and bad reputation of UBC.

    Supervision Received
    Works independently with general direction from the Finance Manager/Finance Director.

    Supervision Given
    Supervises student staff.

    Minimum Qualifications
    High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.

    - Willingness to respect diverse perspectives, including perspectives in conflict with one's own

    Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

    Preferred Qualifications

    Diploma accounting and UBC FMS Online Certification preferred.

    Computer experience strongly preferred (Word, Excel and Peoplesoft).
    Knowledge of UBC financial and purchasing procedures an asset.
    Effective oral and written communication, interpersonal, organizational and mathematical skills.
    Ability to process a high volume of work and meet deadlines.
    Ability to maintain accuracy and attention to detail.
    Ability to type 60 w.p.m. and to operate a normal range of office equipment.
    Ability to use word processing, spreadsheet and database applications at an intermediate level.
    Ability to prioritize work, multitask and to meet deadlines.
    Ability to exercise tact and discretion.
    Ability to work both independently and within a team environment.

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