Financial Processing and Reception Assistant - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Financial Processing and Reception Assistant

Department

Finance Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range

$3, $3,955.00 CAD Monthly

Posting End Date

March 29, 2023

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

Job End Date

Job Summary

This position provides finance, administrative and facilities support to the department and day-to-day coordination of counter service.

The position is responsible for assisting the Finance Manager with preparing and processing financial documents, tracking, entering data, and reconciling errors.

The incumbent provides general administrative support to the MECH Administration Services Office as required. This position is also responsible for assisting the facilities team in facilities-related requests and FASmail accounts.

This position acts as the first point of contact for the department by receiving visitors, answering phone calls and responding to enquiries as appropriate, and will support a wide variety of department activities.

Organizational Status

This position works directly with the Finance Manager and the Financial Processing Specialist on a daily basis to complete tasks as necessary.

Reports to and receives overall direction from the Finance Manager and provides support to the Facilities and Safety Coordinator in facilities related taskings.

Liaises, cooperates and coordinates extensively with staff members, faculty members, Research Finance, Supply Management, other UBC departments, as well as external vendors.

Work Performed

Finance

Takes on the following Security Roles Assignments in Workday:Student Expense Report Initiator, Cost Center Financial Analyst, Cost Center Financial Payroll Analyst, and Cost Center Receiver.

Is also assigned as Internal Service Delivery Data Entry Specialist and Cost Center Accountant to provide support for the Finance Assistant.

Submits Expense Reports and acts as a delegate for students, staff and faculty.

This includes travel and non-travel reimbursements, PD claims and VISA reconciliations.
Ensures that support documentation is complete and is compliant with UBC policies and procedures.

Prepares the annual financial report for MECH Capstone Teams (MECH45x and MECH 305/306) and assists student groups with expense tracking and sponsor invoicing.
Submits purchase requisitions (purchase orders) and liaise with suppliers for any supplier requests and special billing arrangements.

Liaise with ECE Stores personnel in matters of equipment and laboratory supply purchases, deliveries and pick-ups.

Reviews invoices to ensure compliance with contract terms and UBC Policies; receives goods and services in Workday in coordination with faculty or research staff; and processes invoice payments in a timely manner.
Submits accounting journals and payroll accounting journals as directed by the Finance Manager.
Prepares bank deposits and records cash sales in Workday; reallocates the deposit if necessary.
Provides training to faculty and staff on financerelated policies and procedures; updates and enforces department financial policies.
Extracts data and prepares financial reports; advises on ledger accounts, funds available for spending, correct use of account codes and expense eligibility as per grant restrictions.
Maintains digital files of all financial transactions and supporting material.
Maintains and reconciles the department petty cash fund in compliance with UBC procedures.
Collects, processes and reconciles Student Accident Insurance (SAI) payments for both individual enrolees and coursewide onboarding.
Maintains Equipment Registry for Department computer purchases.
Administers the Faculty and Staff PD Support Fund.
Prepares, maintains and keeps track of open JVs for UBC Bookstore, UBC Restaurant Card, UBC Parking, and others as they occur.
Prepares budget and keeps track of recurring department expenses such as Xerox, voice services, office and coffee room supplies, regular and special department events, etc.
Serves as backup to Finance Assistant during vacation, sick days and breaks.
Coordinates with other members of the unit to ensure administrative office coverage at all times.
Maintains a procedure manual to ensure consistent performance of routines.

Administrative support

Organizes monthly Department socials, End of Term Parties, and other Department social events.
Updates absences and leaves on the staff calendar and office attendance board.
Receives and distributes mail, faxes and courier packages; maintains the department bulletin boards.
Maintains the calendars and booking for MECH Office meeting rooms and audiovisual equipment bookings; submits adhoc classroom bookings for noncourse related requests.
Ensures equipment and accessories are in go