Finance Clerk

Job SummaryThis position works within the administration staff portfolio of the School of Nursing and is responsible for financial processing support in the School of Nursing. This position performs data entry of transactions directly into Workday system. The incumbent is also responsible for preparing and processing financial documents, tracking, entering data, and reconciling errors.Organizational StatusReports to the HR & Finance Manager and receives work priorities set by the HR & Finance Manager. Interacts regularly with the faculty, staff, and students of the School of Nursing. Liaises with service providers from Payment & Procurement Services, UILO, ORS, external suppliers, consultants, Granting Agencies, and various units of Vancouver Coastal Health Authority. Work Performed- Welcomes and greets visitors, takes messages and has general knowledge of nursing programs in order to respond to e-mail, telephone and in-person enquiries, responding or redirecting as appropriate. - Verifies account balances prior to loading expenditures; ensures compliance with funds usage restrictions; ensures adherence to University policies and contractual terms. Assesses the accuracy of GST and PST on all invoices, and self-assesses taxes where necessary. - Responsible for data input and online processing of detailed payment, expense requests and transfers via Workday. Final output is checked by HR & Finance Manager. -Responsible for correction of data entry errors; follows up and investigates such issues such as charge backs, and enters into the Workday. - Assists HR & Finance Manager with implementing and streamlining workflow procedures. Initiates and explores possibilities for improvement of personal and main office workflow efficiency; assesses methods to work more efficiently, accurately, and cost effectively. - Provides other clerical support including: maintaining and updating the financial filing systems; sorting and filing financial transaction documentation. - Assists HR & Finance Manager with fiscal year end procedures when necessary. - Monitors and balances cash handling systems of other administrative staff, including Petty Cash. - Prepares invoices to hospitals and other outside agencies. - Maintains and prepares invoices on cost recovery accounts, for example: takes monthly photocopier readings, assigns billing numbers, and collects fees from users/grants; verifies and processes cost recoveries from grants or faculty/staff for long distance charges; tracks and processes cost recoveries from special project accounts. - Prepares bank deposits for the School of Nursing as required - Authorized user of Purchasing Visa Card (P-Card); makes supplies and equipment purchases with authorized use of university procurement card, reconciles purchases. Ensures that all P-Cards are reconciled monthly. - Acts a Department Card Coordinator for the UBC Purchase Card Complies and follow up with back up documents for all purchase card holders, follows up on missing receipts and statements; reviews receipts to ensure compliance and brings potential problems to attention of HR & Finance Manager - Ensures that goods and services contracted for by the School are recorded and paid in a timely and accurate manner. Determines the best method for purchasing supplies and equipment according to university guidelines and makes recommendations to the HR & Finance Manager and/or Senior Manager. - Maintains furniture/equipment inventory records as well as equipment service contracts for the School administration and research. - Maintains and reconciles research and operating accounts on a monthly basis using Workday, monthly ledgers, and payroll records; prepares financial reports relating to both projected and actual expenditures, revenues, cost recoveries, and salaries. - Assists faculty with queries on UBC Professional Development Funds and Education Professional Development/Travel Funds as well as other funding sources that may come available. - Updates and maintains the School of Nursing ePayment website. - Responds to oral and written financial inquiries. Refers complex problems to the HR & Finance Manager - Compiles information and data required for production of detailed financial reports to prepare summaries of various accounts. - Provides support for faculty and staff on finance related policies and practices. - Trains faculty and staff on new systems and procedures when required. - Assists with office administration coverage as required, includes but not limited to welcoming and greeting visitors, taking messages, and providing general knowledge about the School of Nursing. - Performs other related duties as required or assigned. Consequence of Error/JudgementA high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflicting demands are expected. Failure to do so may result in overpayments, deficits or inappropriate charges which must be covered using School funds.Supervision ReceivedPerforms routine duties independently and in accordance with established procedures; Reports to the HR & Finance Manager.Supervision GivenNoneMinimum Qualifications High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsTraining in bookkeeping and office procedures and practices, preferably within university environment is considered an asset. Experience with UBC financial systems and FMIS preferred. UBC FMS certification for on-line processing is required. Knowledge of standard bookkeeping procedures and financial management information systems. Demonstrated ability to take initiative, exercise good judgment and resolve problems; Ability to maintain accuracy; Detail oriented; Ability to efficiently and effectively coordinate tasks; Strong organizational skills; Ability to accurately process financial paperwork within required timelines; Ability to accurately gather, organize, and summarize financial information; Ability to analyze and reconcile financial statements; Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals; Ability to effectively use MS Excel, Word, and Outlook at an intermediate level; Ability to understand and apply policies, procedures, and instructions; Ability to work effectively independently and in a team environment. Ability to communicate effectively verbally and in writing. Ability to provide quality service to customers in a courteous, patient manner. Ability to develop and maintain cooperative and productive working relationships. Ability to analyze and interpret data, determine implications, and provide recommendations Ability to prioritize and work effectively under pressure to meet deadlines.