Administrative Support Agent, Class I

4 weeks ago

Montréal, Canada Dawson College Full time

Nature of the Work:

- The principal and customary work of the employee in this employment class consists in performing a set of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in their area.**Responsibilities**:

- Reporting to the Coordinator Financial Services, and under the daily supervision of the Financial Management Officer, the Administrative Support Agent, Class I will be responsible for providing clerical support to the Accounting, Budget and Accounts Payable functions. The primary duties include:

- Accounts Payable- Create new vendors and maintain vendor files;
- Review all incoming invoices, cheques requisitions, and electronic documents to be paid, identifying which may require immediate attention;
- Ensure a three-way match and compliance with the College’s policies, procedures and by-laws;
- Process supplier invoices and employee expense reports, ensuring accuracy of vendor information, expense and tax codes, accounting period;
- Prepare all voucher packages for review by the Financial Management Officer and/or the Coordinator;
- Ensure all approvals are obtained prior to releasing payments;
- Reconcile monthly suppliers’ statements;
- Review and reconcile various month-end reports identifying items for follow-up with Accounts Payable team;
- Handle inquiries from suppliers and College administration with regards to Accounts Payable;
- Perform other tasks, including, but not limited to, acting as back-up to colleagues, filing of documents and receptionist functions.

Accounting and Budget- Provide support to the annual budget process;
- Prepare journal entries for both expense and budget transfers as required;
- Provide support to the Financial Management Officer for quarter-end and year-end reports preparation;
- Perform account reconciliations as part of the year-end and quarter-end process;
- Perform other related tasks, including, but not limited to, the preparation of schedules for auditors.

**Requirements**:

- Qualifications:

- To have a diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority and have at least one (1) year of pertinent experience.
- Conditions:
- Pertinent experience in accounts payable;
- Intermediate accounting skills (testing may be required);
- Basic level Excel and Word (testing may be required);
- Advanced oral and written English communication skills (testing may be required);
- Basic oral and written French communication skills (testing may be required);
- Good customer service skills
- Ability to work cooperatively in a team and support others when required.

**Comments**:
Please note that a cover letter addressed to Laura Smith is mandatory. If your work experience has changed since your last visit, be sure to attach an updated resume.

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