Administrative & Financial Assistant
1 month ago
**UTemp is hiring**
UTemp is the University of Toronto’s short-term staffing service. We pride ourselves on the high number of UTemp employees who are able to make the transition from short-term casual employment to appointed positions within the University of Toronto.
**Job title: Administrative & Financial Assistant**
**UofT Scarborough, Location: 1265 Military Trail, Scarborough, ON**
**Hourly pay rate: $32.21**
**Work term: As soon as possible to November 17, 2023**
**Schedule: Monday to Friday 9am to 5pm**
**Type: Hybrid role**
**Purpose**
Performs core duties and responsibilities by:
- Acting as the first point of contact for general enquiries.
- Liaising with vendors to coordinate services and resolve issues.
- Writing routine documents and correspondence.
- Generating reports. Maintaining information on digital platforms.
- Preparing accounts payable according to the University Guide to Financial Management.
- Reconciling accounts.
**Responsibilities & Duties**
The following core duties and responsibilities are relevant in determining the classification of this position and are not intended to be a complete list. Other duties, responsibilities and tasks may be assigned at the discretion of the supervisor/manager to whom this position reports.
**Supports front-line activities by: 45%**
- Acting as the first point of contact for general enquiries
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Resolving issues within the scope of the role and escalating problems as required
- Fostering cooperative working relationships with a wide variety of internal and external contacts
- Liaising with vendors to coordinate services and resolve issues
- Booking rooms and arranging appropriate accommodations
- Booking audio-visual and/or computer equipment
- Resolving scheduling conflicts
- Collating and organizing materials
- Distributing incoming and outgoing mail and deliveries
**Provides administrative support by: 10%**
- Determining actionable items based on the review of applicable information
- Identifying and introducing variations to established administration processes
- Handling sensitive and/or confidential information
- Writing routine documents and correspondence
- Drafting and editing training content
- Updating and maintaining a procedures manual
- Creating and updating records
- Formatting data collected for presentations and reports
- Generating reports
- Maintaining filing system
- Maintaining information on digital platforms
- Disseminating information
- Maintaining bulletin boards and display areas
- Verifying the accuracy and completeness of documents
- Taking and distributing meeting minutes
- Scanning, filing and copying documents
- Determining logístical details and activities for events and/or programming
- Keeping well-informed on policies, rules, regulations and guidelines
- Tracking and monitoring work order status
**Accomplishes financial responsibilities by: 40%**
- Preparing accounts payable according to the University Guide to Financial Management
- Preparing journal entries
- Preparing expense reimbursements
- Reconciling accounts
- Reconciling purchasing card statements
- Matching source document information to records in FIS
- Verifying that supporting documentation is attached to financial records before processing in FIS
- Ordering supplies within established limits
**Provides guidance and/or direction by: 5%**
- Directing the activities of casual staff
- Coordinating staff schedule to ensure proper coverage
- Providing orientation to others on work procedures and practices
**Qualifications & Skills**
- **Education & Certification**:Advanced College Diploma (3 years).
- **Relevant experience to this position.** Three years of experience is preferred
- **Movement**: The job requires a high level of muscular coordination and/or manual dexterity where precision is essential. E.g., Precise keyboard/keypad use where possibility for correction is mínimal (e.g. production-oriented document production or data entry)
**Outcomes/Consequence of Error**: Cost of errors executing administrative processes is highly significant to a department or major project or major research program and can cause short-term effects on groups of students, applicants, or prospects or a direct academic and/or financial impact on students.
**Job Type**: Fixed term contract
Contract length: 3 months
**Salary**: $32.21 per hour
Schedule:
- 8 hour shift
- Day shift
Ability to commute/relocate:
- Scarborough, ON M1C 1A4: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you require to provide two weeks notice to your current employer?
- Do you have experience preparing accounts payable, journal entries and expense reimbursements?
- Do you have intermediate level in MS Office (Word, Excel and outlook)?
**Experience**:
- Administrative: 2 years (preferred)
Work Location: Hybrid remote in Sca
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