Finance and Administration Coordinator

BCIT’s **Financial Services **department is seeking a **regular, full-time (1.0 **FTE**) Finance and Administration Coordinator**.This position administers and coordinates daily financial related activities within the department’s operational accounting function as well as daily Administration and HR activities for the entire Facilities and Campus Development department. Streamlines processes for financial activities, supports periodic finance and HR reporting and provides assistance for the Maintenance of Accounting functions. This position provides a wide range of customer service and support to internal and external stakeholders of the institute, including providing information to Facilities and Campus Development employees at all levels on a variety of HR related inquiries.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:
**Financial Administration**
- Coordinates and processes the departmental flow of operational accounting transactions. Reviews and verifies financial documents for accuracy.
- Coordinates financial reconciliations, investigates variances and follows up with stakeholders for resolution.
- Prepares various reports on invoices, purchase orders and change orders and prepare reports as requested.
- Develops, maintains and updates tracking systems to ensure all invoices are submitted to Finance in a timely manner including accounting tracking for all Maintenance Service Contracts.
- Prepares and tracks cross-charges, purchase orders and change orders.
- Prepares, reconciles and submits corporate Visa monthly expense reports for the department.
- Manages petty cash account and ensures proper documentation is forwarded to Finance
- Prepares invoices for payment, ensuring accuracy and compliance with established guidelines and regulations
- Acts as the primary contact for payment reconciliation, payment inquiries, purchase order requests and information [purchase order status, balance] and change orders status. Monitors invoicing and reporting due dates, adhering to deadlines.
- Enters data for invoices, purchase orders, change orders and reconciles such documents. Insures completeness and accuracy of data in accordance with BCIT financial Systems.
- Processes web requisitions for Purchase orders and Change orders in the procurement system.
- Supports the manager in preparing and submitting accruals at the fiscal year end.

**Human Resources Administration**
- Maintains department attendance records, ensures information is collected, maintained and approved through the attendance tracking system and completeness and accuracy of data entered in Banner. Produces attendance reports as required on behalf of the department.
- Prepares, coordinates and submits e-hires per Manager’s request.
- Initiates contract extensions for staff (regular, temporary and auxiliary) in Banner.
- Prepares new job postings in People Admin.
- Communicates to, and works with Human Resources on short term and long-term leaves.
- Prepares, tracks and completes departmental staff On-Boarding and Off-boarding. Ensures all assignments and tasks are completed in a timely manner.
- Reconciles quarterly and annual attendance tracking and notifies managers of variances against the collective agreement.
- Ensures department attendance transactions are conducted in compliance with all BCIT policies, procedures and guidelines.
- Processes and distributes appropriate forms [timesheets, CTO, safety boots reimbursement] to department staff.
- Processes timesheets for regular and auxiliary department staff.

**Office Administration**
- Receives and records on-demand service work requests and communicates with clients to confirm the status of their requests.
- Dispatches and tracks all maintenance calls, including maintaining the work order database.
- Schedules and notifies contractors for the yearly review of BCIT Construction Safety procedures and ensuring that all contractors are current.
- Coordinates contractor maintenance access requirements such as parking, keys for contract maintenance and issuing notification to Safety and Security department regarding length of contract and duration on site.
- Prepares and publishes notices for maintenance interruptions and shutdowns
- Coordinates day-to-day management of office supplies, equipment, and general office maintenance for the department.
- Manages mail on a daily basis including sorting and distributing incoming mail; prepares outgoing mail for pick-up and organizes courier / registered mail deliveries.
- Maintains, schedules and books meeting rooms as required.

**Other**:

- Ensures that transactions are conducted in compliance with all BCIT policies, procedures and guidelines.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS**:
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