Finance and Administration Assistant

**Department**: Library Human Resources and Administration
Temporary part-time from 06/02/2025 to 04/30/2026
(Less than 24 hours a week)

**General Purpose**
This position provides financial and human resources administrative support to the library, reporting jointly to the Manager of Finance and the Manager of Human Resources and Administration. Working up to 24 hours per week, the incumbent is responsible for a variety of finance, human resources, and general administrative tasks. As both finance and HR work can be cyclical, the distribution of responsibilities may fluctuate throughout the year.

**Duties and Responsibilities**

Finance Support:

- Verify and code invoices.
- Process purchase orders and other procurement as needed.
- Administer expense claims.
- Conduct analysis and generate minor financial reports, including regular reviews and reconciliations of financial activity in the financial reporting system.
- Prepare and submit journal entries.

Assist with:

- Budget reporting and variance analysis.
- Error tracking, expenditure reallocation, and revenue adjustments.
- Filing revenues and liaising with Treasury.
- Serve as a backup liaison with Payment Services, Purchasing Services, the Controller’s Office, Budget Office, and other related departments, representing the library’s financial interests.
- Report spending account balances and respond to related inquiries from account holders.
- Other duties as assigned.

Human Resources and Administrative Support:

- Collaborate with both HR and Finance Managers on reconciliations related to budgeted salaries.
- Administer and troubleshoot records in the Human Resource Management System (HRMS) for library staff in accordance with established policies and procedures, including onboarding and adding new employees, updating employee records, tracking changes, terminating appointments, maintaining position organization charts
- Perform payroll administration for all hours recorded in the time-entry system, including reconciliation and issue resolution.
- Record and track employee attendance.
- Oversee student employee files, including record retention and destruction.
- Provide backup support for other administrative roles, including recruitment coordination, entering appointments
- Other administrative duties as assigned.

Collaboration and Liaison:
The incumbent works closely with members of the library’s management and administrative teams and liaises with key university departments such as Financial Services, Human Resources, and Administrative Services. The role contributes significantly to the library’s operational effectiveness and its overall reputation within the University of Guelph.

**Requirements**:

- One (1) year of community college in a related field (e.g., office administration, bookkeeping, accounting, or payroll) plus relevant experience in financial and HR administration—or an equivalent combination of education and experience.
- Intermediate proficiency in Microsoft Office Suite.
- Excellent oral and written communication skills, with strong interpersonal awareness and relationship-building capabilities.
- Exceptional organizational and time management skills with the ability to prioritize effectively.
- Proven ability to work independently and as part of a team.
- Initiative-driven, detail-oriented, and skilled in problem-solving.
- Demonstrates discretion, tact, and a strong commitment to maintaining confidentiality.
- Resilient and adaptable to change.
- Knowledge of the University of Guelph’s financial systems and procedures is considered an asset.

Employee Type: Non-union
Hourly rate: $23.89 - $26.68 per hour
- Tentative Evaluation

Posting Date:05/14/2025
Close Date: 05/20/2025