Financial Assistant

4 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Reporting directly to the Manager, Administrative Finance, the Financial Assistant supervises and provides direction to the Billing Clerk on day to day duties, reviews and approves billings for recoverable expenditures; reviews and processes orders for materials and contractor service work; reviews documentation for payment processing; maintains related filing system; updates the Main Stores inventory database; updates the blanket purchase order database; and performs other duties as assigned.

Responsible for processing of purchase requisitions, cheque requisitions, invoices, eShop Requisitions, journal vouchers, cash receipts. Transactions must be valid with no discrepancies. Generates journal vouchers to correct posting errors. Works with managers to ensure contract renewals for services and maintenance are up-to-date in order to avoid financial loss and disruption to procurement requirements of the department.

**Qualifications**:
The incumbent must possess the following qualifications:

- Sound knowledge of purchasing, inventory and order processing procedures
- Excellent oral communication and inter-personal skills, including ability to negotiate with external customers and senior level faculty and staff from various departments
- Strong knowledge of personal computer operation including fast and accurate data entry skills
- A thorough knowledge of data base systems, word processing packages and spreadsheet software especially Microsoft Access, Microsoft Word and Microsoft Excel.
- Ablity to work quickly and accurately under pressure and ability to multi-task
- Ability to act independently and use initiative, showing resourcefulness and sound decision making ability
- Strong accounting skills
- Ability to reconcile accounts and maintain audit trail to enable credits to be obtained
- Excellent clerical skills including office organization and filing methods
- Good written communication skills
- Experience with computerized maintenance management systems (i.e. Maximo) is an asset
- Experience with accounting software systems such as FAST, Banner
- Sound knowledge of the University and departmental structure and regulations
- Excellent customer service skills are required to represent FMP in a professional manner

**Education and Experience**:
The above is normally acquired through the completion of:

- Completion of three (3) year post secondary education, including courses in accounting, procurement, and administration.
- Minimum of five years related experience preferably in a maintenance or facility management environment with knowledge of computerized maintenance management system.

**HR Note**:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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