Accounts Administrator

3 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Under the direction of the immediate supervisor, administer accounts. Acts as resource person and resolves problems. Processes or monitors the processing of financial, accounting and payroll transactions. Examines, analyses and reconciles accounting and financial records as well as documents such as bank statements, expenditures, budgets, loans and others. Ensures accuracy and compliance with University, government and granting agency guidelines, as well as accounting, reporting and payroll policies and procedures. Performs various administrative tasks according to the needs of the unit.

Major Duties and Responsibilities:

- Administers accounts. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
- Ensures accuracy and compliance with University, government and granting agency guidelines, tax laws as well as accounting, reporting and payroll policies and procedures. Maintains up-to-date knowledge of these matters and gives explanations to researchers, staff and agencies.
- Sets up accounts, sub-accounts, and budgets. Approves expenditures, receives funds and processes deposits. Compiles and prepares material to be sent to bank. Reviews, verifies and processes expense reports, requisitions, claims, advances, savings bonds, invoicing and charges.
- Monitors loans. Follows up on missing payments. Advises on and arranges payment schedules
- Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
- Verifies the completeness and accuracy of documentation.
- Prepares schedules, reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.
- Maintains computerized information systems and participates in their implementation and development to improve efficiency within the unit. Liaises with computer resource persons as required. Sets up and maintains databases and spreadsheets. Enters data and updates information.
- Performs various administrative and clerical tasks according to the needs of the unit. Prepares correspondence related to the duties of the position. Liaises with appropriate resource persons.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

Additional Information:

- Acts as a resource person and resolves problems with Financial Services customers (FSTs, Principal Investigators, Financial Administrators, etc.) pertaining to Accounts Payable and Travel related issues (such as incorrect payments, missing expense reports, outstanding advances, missing receipts, incomplete information), and responsible for making appropriate corrections including the posting of journal transactions into the Banner system.
- Ensures all payments (expense reports, advances, and invoice) are accurate and compliant with the following policies/regulations: Expense Reimbursement, Procure to Pay, Payment Request, Fund Financial Manager Policy and delegates. Ensures proper approvals of invoices, expense reports and advances have received correct departmental approval/signatures before approving (uses Banner & Minerva system, Unit Head delegation files, and Academic Personnel website in order to validate delegates). Prepares correspondence and advises claimants when expense reports are rejected and provides explanations quoting the policy.
- Maintains up-to-date knowledge of changing University policies (especially expense reimbursement policy) and communicate these changes daily: Procure to Pay, Payment Request, FFM policy, Expense Reimbursement, Guest Speaker Remuneration policy in order to effectively respond to all queries pertaining to outstanding payments. Provides guidance to McGill Community offering explanations on such policies and procedures.
- Calculates, records, or self-assesses the GST & QST on all University invoices according to Government Tax Regulations. Following commodity tax laws, ensures proper taxes are recorded and applied to benefit from the applicable rebates. Reviews and verifies the work of other colleagues (input of advances).
- Monitors supporting documentation such as receip

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