Finance Assistant - Kingston, Canada - Queen's University

Queen's University

Verified Company

Kingston, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

About Queen's University

Queen's University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting.

We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us
Job Summary

Reporting to the McDonald Institute Finance Officer, the Financial Assistant will provide support to the McDonald Institute's Principle Investigator, staff, researchers and graduate students by assisting in the delivery, coordination, development and implementation of administrative and financial processes and functions.

The Financial Assistant will provide timely, efficient delivery of financial and other administrative support.

The McDonald Institute administrative team supports an inclusive and working environment. Staff are nimble, collaborative, and work closely together to support the national astroparticle physics community. This position provides some flexibility in the distribution of full-time working hours. The Institute also supports caregiver and accessibility assistance when attending work-related conferences. Staff are offered professional development training to advance their skills in support of the Institute's mandates.

The Institute's administrative team received the 2019 Queen's University Special Recognition Staff Award (Team category) for their service and outstanding capabilities.

Job Description:

KEY RESPONSIBILITIES:

Draft, submit and track purchase orders via the Queen's AcQuire system according to the rules and regulations of granting agencies.
Obtain quotes from suppliers and ensure orders are accurate and complete so supplies are received in a timely manner.
Under the direction of the Finance Officer and the Managing Director, manage research accounts including monitoring, reconciling, and auditing accounts and allocations of funds.
Perform other financial accounting duties such as processing transactions, paying bills, reconciling purchase cards, online journals and deposits and cheque requisitions.
Work directly with researchers to provide financial summaries required to resolve any account discrepancies, while referring complex situations to the Finance Officer.
Manage records and information storage and processing of both electronic and hard copy records of all transactions.
Gather and organize data, verify accuracy, and allow for efficient access when required. Distribution may be in the form of reports, documents or lists.
Advise faculty, staff and visitors on the preparation of ERS claims for travel and arrange for reimbursement.
Prepare correspondence, data management, information distribution, and liaison activities.
Perform administrative support duties such as screening phone calls, initiating and drafting correspondence, and assisting in preparation of reports.
Provide information and direction to other staff, students and outside parties. Respond to inquiries using research to determine answers if necessary, and/or redirect questions to the appropriate individual/department.
Undertake other duties, as delegated by the Finance Officer, in support of the McDonald Institute.

REQUIRED QUALIFICATIONS:

Threeyear postsecondary degree in relevant field, preferably accounting.
Several years of relevant work experience
Knowledge of university structure, policies and procedures, including Queen's computing/financial/administrate system is considered an asset.
Knowledge of PeopleSoft system is considered an asset.
Ability to provide guidance and work direction.
Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

Office and computer skills including advanced knowledge of word processing software and familiarity with spreadsheet and database programs.
Ability to learn new software packages as required.
Analytical skills in order to make the most of financial information at hand.
Organizational and timemanagement skills. Ability to focus in spite of many different duties and frequent interruptions.
Flexibility to share workload and work well in a team environment.

DECISION MAKING:

Make recommendations to the Finance Officer on best practices regarding the handling of financial data.
Prioritize work and time and decide which task is the most important among several to maintain deadlines.
Advise researchers, staff and students regarding expenditures, best methods for handling expenses, and prepare reports as requested.
Determine appropriate use of PeopleSoft to track and report data for individual accounts.
Provide information to students, researchers and staff and others who require assistance or data.
Determine best way to present answer and decide whether question should be redirected to other