Finance and Administrative Assistant

2 weeks ago

Waterloo, Canada Wilfrid Laurier University Full time

**Department**: Martin Luther University College

**Job Type**: Limited Term

**Full-time/Part-time**: Full Time (>=1249 hrs/year)

**Campus**: Waterloo

**Reports to**:Finance Manager and Administrative Manager Principal-Dean

**Employee Group**: Other

**Application Deadline**:June 11, 2023

**Requisition ID**:6179

Martin Luther University College is federated with Wilfrid Laurier University and offers undergraduate and graduate degree programs and continuing education opportunities. With more than 175 students, Luther offers theological graduate programs including the Master of Divinity; Master of Arts in Theology with fields in Spiritual Care and Psychotherapy, and Public Faith and Spirituality; a provincially approved PhD in Human Relationships, with fields in Spiritual Care and Psychotherapy and Pastoral Leadership; and a small undergraduate program in Christian Studies and Global Citizenship.

**To Apply**:

- A cover letter indicating their interest and qualifications for the position (two pages maximum)
- Current resume

**Position Description**:
The Finance and Administrative Assistant supports the Finance Manager, and Administrative Manager in their goals by anticipating requirements and managing the related details while exercising sound judgement and initiative. They will manage aspects of the day-to-day operations, practices and procedures of the institution in order to ensure organizational effectiveness and efficiency. They will provide exceptional client service as the first point of contact for internal and external constituents, building on the positive image of the department and contributing to smooth operations. The Finance and Administrative Assistant acts as backup to the Finance Manager, and Administrative Manager for time sensitive functions when they are away from the office.

This position has frequent contact with managers, faculty, staff, students, government officials, financial institutions and consultants. S/he works with confidential information such as budget information, investment information, human resource information and functions with a considerable degree of independence.

**Duties and Responsibilities**

**Financial Aspect of the Role**:

- Inputs source document information (i.e., expense reimbursement claims, invoices) in various currencies into the financial system
- Ensures that all invoices are as per the financial resources policies.
- Acts as the primary contact for payment to vendors and employee expense reimbursement
- Liaises with numerous university departments (faculty and staff), and external vendors to allow the smooth operation of the Accounts Payable office.
- Maintains strict decorum and confidentiality in performing their duties; this position regularly has exposure to sensitive and confidential information.
- Adapts to changes in university and public sector policies, procedures and organizational hierarchies, as required.
- Manages expense claims and P-card submissions.
- Completes all processes associated with preparation of the weekly cheque/cash deposit to the bank.
- Reconciles monthly donations received, preparing the relevant documentation in compliance with the CRA requirements and sending it to the Laurier advancement team to issue the tax receipts to the donors.
- Prepares the donation acknowledgement letter and mailing them to the donors along with the tax receipts.
- Attends committee meetings and record minutes, as required.
- Other duties as assigned.

**Administrative Aspect of the Role**:

- Prepares and handles confidential correspondence.
- Sorts mail, orders office supplies and co-ordinates the purchase and maintenance of office equipment.
- Recognizes and appropriately assesses the needs identified by students, staff, or faculty to provide them with the appropriate assistance.
- Assists with general administrative support.
- Assists with large mailings.
- Assists in the organization of documentation required for projects, internal logistics or accreditation reporting requirements.
- Assists with administrative support for events or meetings that are initiated by the Principal-Dean’s office or the Luther Board of Governors.
- Submits routine building work orders and handles routine room bookings.
- Assists with routine parking permit requests and appeals as may be needed.
- Assists with the administration required for student hiring within the scope of university programs.
- Other duties as assigned.

**Qualifications and Skills**:

- Minimum of one (1) year post-secondary diploma in accounting or related plus one (1) year of experience in a large accounting or accounts payable office, preferably in a public sector environment. Accounting experience to include reconciliations; creating excel reports and commenting on results and dealing with adherence to organizational policies and procedures.
- Knowledge of basic accounting principles and bookkeeping procedures.
- Strong client service orientation (responsive to client need

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