Financial Assistant

1 month ago

Vancouver, British Columbia, Canada UBC Full time
Job Summary

The Finance Assistant plays a vital role in supporting the Accounts Receivable Coordinator in managing the accounts receivable processes, collections, and monthly financial accounting within the Faculty of Medicine at UBC. As part of the Finance team, you will process accounts receivable and credit functions for the Faculty while working collaboratively in a team setting.

Key Responsibilities
  • Prepare and enter journal vouchers, verifying accuracy and ensuring compliance with UBC, Faculty of Medicine, and taxation policies.
  • Review and validate transactions, checking for correctness of coding and ensuring compliance with policies.
  • Ensure proper authorization and backup documentation are obtained prior to processing.
  • Assess the accuracy of GST, PST, and/or HST on invoices and self-assess such taxes where necessary.
  • Respond to queries and provide support to staff and faculty in the units within the Faculty of Medicine.
  • Interpret and ensure adherence to specific policies with respect to UBC policies, Faculty of Medicine policies, and Tri-council policies.
  • Perform account reconciliations, monitor aging reports, and investigate errors and discrepancies on various accounts.
  • Manage petty cash as the Petty Cash Custodian.
  • Assist in year-end processes, including entering expense accruals via journal voucher and providing financial processing support to all units/departments within the Faculty.
  • Prepare ad hoc financial analysis and reports as required.
  • Train new finance staff on work procedures, financial policies, and procedures.
  • Provide input for Med Finance policies and procedures, draft routine correspondence, and provide input on the development of training material.
  • Maintain and update spreadsheets for tracking various departmental and Faculty of Medicine finance items.
  • Support the Accounts Receivable function, preparing invoices for actual salaries and benefits or cost-recovered equipment and services billed internally or to hospitals and affiliated agencies.
  • Accountable for keeping contracts for accounts receivable up-to-date and creating new contracts for new employees.
  • Investigate exceptions in an Accounts Receivable bill-back program and monitor receipts and update collection notes on a monthly basis.
  • Assist in year-end processes, including invoicing and entering deferred revenue entries via journal voucher.
  • Responsible for the file management of all accounting documentation required to be kept in the Faculty of Medicine Accounts Receivable and General Accounting Finance team.
  • Responsible for archiving documents, organizing them into boxes by fiscal year, and completing semi-active records location sheets for logging/tracking.
  • Attend training on new systems and procedures and participate actively in requirements sessions and design/test sessions for new systems development and roll-out.
  • Provide excellent customer service in the financial area to the departments of the Faculty of Medicine, including acting as a focal point for a portfolio of units and their staff.
  • As a member of an Academic finance team, ensure that the work of the team is accomplished in a timely fashion and that deadlines and service agreements are met.
Requirements

The successful candidate will possess a 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. The ideal candidate will also demonstrate a commitment to enhancing their own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred qualifications include experience with ERP systems, ability to be thorough, accurate, and have a high level of attention to detail, and effective oral and written communication skills.

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