Business Operations Analyst

5 months ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**
This position is responsible for processing invoices, expenses, reconciliations, approvals and departmental charge backs; tracking of budget and variance reporting; administering, tracking ; administering Peoplesoft asset records; maintaining and administering business unit records filing; developing and implementing business administration processes; and assisting in the preparation of financial budgets and reports; reporting on status of purchase orders/contracts, contingencies and scope changes; ensuring procurement activities are undertaken, monitored and processed in accordance with applicable Regional and Departmental procurement policies, procedures and by-laws; analyzing those procurement activities and recommending changes in processes to improve efficiencies and effectiveness.

**MAJOR RESPONSIBILITES**
- Maintains relevant documents, follows the appropriate process for payments, escalates as required.
- Verifies accuracy of the information by performing basic reconciliation and financial asset tracking procedures.
- Monitors and tracks expenditure activities; and prepares expenditure projection reports.
- Generates charge backs to Departments and vendors for services provided.
- Notifies appropriate management and staff of changes to Accounts Payable and other financial procedures.
- Investigates issues related to incorrect charges, chargebacks and other issues found through account analysis.
- Assists in developing and monitoring Branch capital and operating budgets; inputs budget and positions, prepares journal entries; analyzes salaries budgeted to prepare gapping projections for management.
- Maintains files of financial records including budget items, expenditures, and inter-departmental allocation agreements.
- Meets the Departmental Accounting Schedule on a monthly basis; coordinates purchase orders and timely payment of invoices.
- Establishes and maintains process controls to track branch expenditures ensuring branch budget control; verifies expenditures are coded to correct general ledger account.
- Participates in the branch and department annual business planning and budget process and procurement planning activities
- Prepares variance reports, accrual entries and adjustments; performs reconciliations and queries.
- Contributes to branch project planning with respect to budgets and expenditure control.
- Performs asset valuation analysis and reporting in support of asset valuation requirements.
- Maintains and updates the Branch tangible capital asset register with asset additions, betterments and disposal/retirements.
- Assists in preparing and calculating the amortization forecast for the 10-year capital plan and reports to management on the status of the branch's capital program and impact on reserve funds.
- Liaises with Department staff to provide or gather information related to procurement contracts, lease schedules, service and maintenance contracts; responds to inquiries in a timely manner. Analyzes data and prepares statistical information and/or reports; monitors and reviews financial information to identify trends.

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Finance, Business Administration, Accounting or related field, or approved equivalent combination of education and experience.
- Minimum three (3) years general finance and accounting experience including financial analysis and forecasting, data comparisons, variance analysis and related financial activities as well as exposure to project management.
- Knowledge of financial systems such as PeopleSoft Financials, computerized purchase ordering system, and data tracking and report generation.
- Knowledge of budgeting process and variance activities.
- Knowledge and experience in working with the principles, methods, techniques and tools for effective financial tracking and financial records management and control.
- Demonstrated ability in York Region corporate core competencies.
- Strong ability to develop relationships and work in welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.

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