Financial Assistant
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
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 managing the Museum's accounts receivable including the processing of all monies from the Museum's admissions and retail operations, as well as the handling of all Museum invoicing. The position is also responsible for submitting invoices for payment. The position holds the HR Analyst role in Workday and is responsible for entering student appointments.
Organizational Status
The position is under the direct supervision of the Manager of Administration. The position works with all staff, volunteers and students.
Work Performed
This position is responsible for handling over $3.5 M in receivables annually. Work includes:
- Processes all receipts from the Museum's point-of-sale system including balancing cash to point of sale system, posting daily to the point of sale system, maintaining float boxes, and depositing all monies to appropriate accounts.
- Provides back-up and lunch coverage on the admission desk and shop sales floor as needed. May be scheduled to work lunches and one day a week in the off-season.
- Reconciles credit card payments, balances bank deposits and communicates with bank and UBC Financial Services staff regarding problems, and updates.
- Pulls reports from the point of sale system and maintains records of daily cash receipts within spreadsheets and other documents.
- Maintains various excel spreadsheets related to attendance, revenue, coupon redemption, passholders, invoice payments and deposits.
- Manages the Museum's invoicing including preparing invoices and handling overdue accounts.
- Enters student appointments into Workday.
- Processes Internal Service Deliveries through Workday.
- Submits invoices for payment to the Arts Service Centre.
- Attends biweekly Administration meetings, monthly all-staff meetings, and various other meetings, as needed.
- Other related duties as required
Consequence of Error/Judgement
This position is critical to the smooth operation of the Museum's earned revenue operations. Errors in cash and credit card processing would result in loss of revenue to the Museum. Errors in maintaining records and producing reports would impact the entire financial management of the Museum.
Supervision Received
The position is under the supervision of the Manager of Administration
Supervision Given
No direct supervision. Coordinates and delegates work to student assistants as needed.
Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus two years of related experience, or an 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
Graduation from high school plus business training and relevant experience. Thorough knowledge of business procedures and practices and their application gained through three years within UBC or other related environment.
Position requires accuracy in computational skills and bookkeeping including the ability to process large volumes of data with accuracy; point of sale knowledge and skills; computer skills and specific knowledge of and ability to use Microsoft Word and Excel. Familiarity with Workday, and UBC policies and procedures an asset. Effective communication and organizational skills, ability to adapt to new systems and environments, customer service, and cultural sensitivity. This position must work effectively under pressure.
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