Finance Clerk (leave replacement)

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

Please include cover letter. This position is a backfill for a maternity leave replacement.

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

This position is responsible for the delivery of financial services and support for the Faculty of Land and Food Systems. 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 Worktag has sufficient funds to cover the expenditures. Prepares and enters expense reports, journal vouchers and account coding for supplier invoices. 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 Workday System 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 Worktag ledgers, resolving issues like Worktag deficits, budget increases, Worktag extensions by effectively, efficiently and tactfully obtaining information.
• Responsible for FDM change request including Worktag set up, inactivation, and extension.
• Monitors Worktag budgets, maintains ledgers, and coordinate with Worktag managers to investigate errors, variances and discrepancies, also prepares and enters corrections.
• Acts as faculty members' expense report delegate, reviews/reconciles faculty members' UBC Visa Card transactions and follows up with card holders for invoices/receipts. Ensures all invoices/receipts are validated and the expenditures are compliant with funding agencies and/or UBC guidelines.
• Responsible for managing petty cash, receives and disburses petty cash. Prepares expense report 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 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. Creates receipts of goods and services once the PO is fulfilled.
• Provides support for faculty and staff on finance related policies and practices. Trains faculty and staff members on new systems and procedures as required.
• Keeps tracking of new hired faculty member's relocation expenses, make sure total expenses claimed are within relocation budget, prepares expense claims from Central Relocation Fund. Processes reimbursements for faculty PDR funds and staff LFS Professional Development Funds, ensuring appropriate back up documentation is provided.
• Acts as Internal Service Delivery Data Entry Specialist, prepares ISD transfers for units/programs. Responsible for vehicle bookings, maintaining vehicle keys and records. Prepares vehicle usage charge back entries, follows up with vehicle users for invalid/missing account information
• Checks and distributes finance mail on a daily basis. Maintains and distributes T4 slips for students.
• Assists with cost center corrections by reviewing salaries and making corrections for all charges at the cost center level.
• During the summer (July/August) helps processes TA and WL appointments in Workday.
• May assist with Dean's 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 Workday could result in inappropriate financial management decisions being.

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.

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.
- 3 years related financial experience or the equivalent combination of education and 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

• UBC financial experience (Workday) with training in office procedures, accounting principles and bookkeeping practices is preferred.
• Familiarity with Hyperion is an asset.
• Ability to communicate effectively verbally and in writing with the ability to accurately gather, organize and summarize financial information.
• Strong customer service skills with the ability to exercise tact and discretion in a professional manner.
• Ability to understand and apply policies, procedures and instructions with appropriate judgement.
• Ability to prioritize, multi-task and work effectively under pressure to meet deadlines.
• Ability to work effectively independently and in a team environment.
• Ability to demonstrate initiative.
• Ability to maintain accuracy and attention to detail.
• Ability to analyze problems, identify key information and issues, and effectively resolve problems.
• Familiarity with Workday HR with experience in processing student appointments.
• Computer experience at an intermediate level (e.g., Outlook, MS Word, MS Excel) is required.