Eoas Finance Assistant

1 month ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Hourly - Financial Proc. Spec 3 (Gr5)

Job Title

EOAS Finance Assistant

Department

Administrative Leadership | Department of Earth and Ocean Sciences | Faculty of Science

Compensation Range

$27.55 - $28.95 CAD Hourly

Posting End Date

July 4, 2023

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 EOAS Finance Assistant is responsible for providing accounting and financial management support for the Department.

Organizational Status
Reports to the EOAS Finance Manager. Works in close consultation with faculty, staff and students in the Department and interacts with many other units at UBC and external suppliers and customers. Works as a member of the EOAS Finance Team. While working primarily independently, the EOAS Finance Assistant is part of a finance team who support each other to ensure financial data is consistent and accurate with the Department.
Work Performed
- Processes Workday Expense Report requisitions including departmental/student reimbursements, professional development reimbursements, travel expense claims, spend authorizations and clearances by preparing and keying entries into Workday.
- Conducts pre-audits of expense claims and determines the appropriateness of transactions in accordance with UBC, EOAS or granting agency regulations and directives.
- Assist with the reconciliation of UBC Visa Cards and follows up with card holders on outstanding issues.
- Uses Workday to monitor, reconcile, and investigate transaction errors and exceptions in various operating and research and trust accounts, including large and complex accounts.
- Prepares documents for Accounts Receivable invoicing including for internal ancillary operations (i.e.: Electron Microbeam & X-Ray Diffraction Facility).
- Responsible for invoicing UBC internal and external clients, tracking and processing payments, preparing cash/cheque deposits and identifying EFT/Wire transfer payments in accordance with UBC regulations and initiating follow up action as required. Clients are from UBC as well as the private and public sectors. Annual value of accounts receivable is in excess of $200,000/yr.
- Sets up new suppliers and updates supplier information in Workday.
- Submits accounts payable supplier invoices, student clubs and student council payments, including Purchase Order and Retro-PO invoices for payment processing. Responding to questions, coding requests, including Net 30 days and immediate payments. Tracking and recording transactions to ensure payment processing is complete.
- Creates and updates various account tracking logs, electronically filing/saving documents, draft budget and expenditure reports.
- Assists the EOAS Finance Manager and Director, Operations and Resources in providing information/data for inclusion in scheduled reports to UBC administration, companies and granting agencies.
- Assists EOAS Finance Manager and finance team during times of backlogs, in office leave coverage and perform other related duties as required.

Consequence of Error/Judgement
This position is responsible for ensuring all financial information entered and reviewed in Workday is accurate, appropriate and substantiated with back-up support. Failure to perform these duties in an accurate, timely and comprehensive manner can have serious financial consequences for the unit and its operation; Improper requisition processing and keying of payment requisitions can provide misleading expenditure/revenue records and severely hamper preparations of budget projections.
Supervision Received
Works independently under the general supervision of the EOAS Finance Manager. It is expected that the incumbent will work with mínimal supervision and exercise considerable initiative in carrying out the responsibilities of the position.
Supervision Given
May supervise and assist training temporary/new staff or student workers.
Minimum Qualifications
- High school graduation, plus one year of related post-secondary education, plus three years of relevant accounting experience, or an equivalent combination of education and related 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
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge,

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