Financial Specialist
3 weeks ago
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
The Financial Specialist - Accounting is responsible for providing accounting and financial management support for multiple cost centers of Food Services within Student Housing and Community Services (SHCS) for the Vancouver and Okanagan campuses. The incumbent provides meaningful, timely and accurate information of the Food Services operations in SHCS. Duties include analyzing and acting on diverse and complex financial issues, preparation of financial summaries, interpreting UBC financial policies and Generally Accepted Accounting Principles and making decisions and providing advice based on the interpretations, preparing financial documentation for entry into the Workday and Optimum Control systems and reconciling deferred revenue, clearing accounts, revenues and expenses. The environment is fast paced in order to meet month end deadlines in a high volume and diverse environment. This position also provides resolution and customer service to the Meal Plan Office for escalated issues.
Organizational Status
Reports directly to the Associate Director, Finance. Works in close consultation with managers and team leads in Food Services and interacts with many other units at UBC and external suppliers and customers. Works as a member of the SHCS Finance and Purchasing team. While working primarily independently, the Financial Specialist - Accounting is part of a finance team who support each other to ensure financial data is consistent and accurate across Food Services at both campuses.
Food Services are the primary food provider on the UBC Point Grey and Okanagan campuses providing year-round service in Residence Dining, Retail units, Restaurants and Catering. All positions working/providing support to Food Services are responsible for providing excellence in customer service to students, faculty, staff, clients, guests, suppliers, and vendors.
Work Performed
1. Prepares complex financial documentation for data entry into the Workday system. This requires extensive knowledge of UBC policies and Generally Accepted Accounting Principles and excellent numeracy and investigative skills.
2. Investigates and resolves errors and discrepancies in financial data. This requires complex monthly reconciliations; tracking of revenues and expenses, regular follow-up on outstanding items, liaising with staff, students and vendors, identification of discrepancies and verification and correction of data entry items.
3. Assesses impact of surpluses/deficits and reviews variances; ensures cost effectiveness of expenditures. Audits departmental accounts to ensure financial integrity and sufficient controls are maintained as per university guidelines
4. Interprets written policies and communicates them accurately. Provides advice on financial matters and acts as the main contact for various units.
5. Provides training and support to various cost centers on tools and applications related to the financial management process.
6. Prepares financial documentation for data entry into Workday and Optimum Control including cash receipts, accounting journals, travel claims and requisitions for payments which requires verification of account coding, signing authorities, appropriateness of expenditures, and adherence to University policies and Generally Accepted Accounting Principles.
7. Prepares a variety of financial reports as required with the use of spreadsheets and from Workday, Caterease, Volante POS and Meal Plan systems.
8. Reconciles Deferred Revenue, Credit Card Clearing and Bank Deposits to Workday from the Meal Plan and POS systems including Moneris web portal.
9. Reconciles Accounts Receivable to the Caterease Catering system.
10. Exercising excellent customer service and profession judgement to resolve escalations for meal plans issues which require extensive knowledge to Residence contracts, Campus Partnership contracts and meal plan policies.
11. Follows-up on cheque requisitions and wire transfers as required.
12. Maintains transaction files and supporting documentation for audit and reference purposes.
13. Respond to vendor and customer queries.
14. Assist with staff training to facilitate understanding of existing financial and accounting procedures and systems as required.
15. Performs other duties in keeping with the qualifications and requirements of the job.
16. Provides assistance or coverage to the finance team as needed.
Consequence of Error/Judgement
This position is responsible for ensuring all financial information in Workday and Optimum Control is accurate, appropriate and substantiated with back-up support. Errors could result in long-term planning, over/under expenditures/revenues, overpayment or non-payment of invoices, incorrect units charged and delays in payments. Poor handling of complaints can damage guest and supplier relations and as a result repeat business and supplier contracts may be lost.
Supervision Received
Reports to the Associate Director, Finance. Plans and executes work within established guidelines. Works independently with minimum supervision working in close consultation with managers and is expected to resolve problems of a complex nature.
Supervision Given
Formally trains new staff on financial procedures and processes. May distribute work assignments and provide supervision to temporary clerical support staff.
Minimum Qualifications
High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience.
Preferred Qualifications
High School graduation plus Certificate in Accounting or Payroll CPA Level 1 and suitable for someone with a goal of attaining their CPA designation. 4 years related experience or the equivalent combination of education and experience. Accounting experience preferred.
Skills
. Strong analytical and problem solving skills.
. Attention to detail and maintain a high level of accuracy with a thorough knowledge of UBC policies and Generally Accepted Accounting Principles.
. Ability to multi-task, work under pressure and prioritize work to meet deadlines.
. Ability to adapt to changing priorities.
. Strong teamwork and collaborative skills with the ability to work independently.
. Ability to exercise sound judgment, tact and discretion when handling confidential and sensitive information.
. Strong initiative, work ethic and integrity are required.
. Excellent oral and written communication, interpersonal and organizational skills.
. Strong working knowledge of Excel and ability to work proficiently in various operating software.
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