Finance Clerk

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 4 (Gr5)

Job Title

Finance Clerk (leave replacement)

Department

Finance | Faculty of Land and Food Systems

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

October 23, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Jan 9, 2026

Please include cover letter. This position is a backfill for a maternity leave replacement.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Organizational Status

The position reports to the Senior Finance Clerk regarding day-to-day activities and priorities and works with a work study student. The overall management of the office is overseen by the Associate Director, Finance. Interacts with faculty, researcher, staff and students. Liaises regularly with individuals in Financial Services, Payment & Procurement and other University departments as well as a number of external vendors.

Work Performed
- Verifies account balance and make sure the Worktag has sufficient funds to cover the expenditures. Prepares and enters expense reports, journal vouchers and account coding for supplier invoices. Validates accuracy of information including account coding, appropriate back up documentation, and ensures proper level of authorizations obtained prior to processing.
- Responsible for online data entries to Workday System related to accounts payables, cash deposits, or expense transfers. Troubleshoots and initiates corrections as necessary and ensures processing is done in a timely manner.
- Liaises with other UBC departments (ORS, RTA, UILO etc.) and assists faculty members in monitoring and reviewing their Worktag ledgers, resolving issues like Worktag deficits, budget increases, Worktag extensions by effectively, efficiently and tactfully obtaining information.
- Responsible for FDM change request including Worktag set up, inactivation, and extension.
- Monitors Worktag budgets, maintains ledgers, and coordinate with Worktag managers to investigate errors, variances and discrepancies, also prepares and enters corrections.
- Acts as faculty members’ expense report delegate, reviews/reconciles faculty members’ UBC Visa Card transactions and follows up with card holders for invoices/receipts. Ensures all invoices/receipts are validated and the expenditures are compliant with funding agencies and/or UBC guidelines.
- Responsible for managing petty cash, receives and disburses petty cash. Prepares expense report for petty cash replenishment.
- Assists with fiscal year-end processes including preparing year-end memos, entering accruals Journal Vouchers and other related duties.
- Prepares ad hoc analysis reports as required.
- Prepares invoices to other departments or external agencies. Initiates collection of outstanding accounts receivables and follows up to resolve problem accounts.
- Supports the Finance office in implementing and streamlining workflow procedures. Initiates and explores possibilities for improvement of personal and finance office workflow efficiency; assesses methods to work more efficiently, accurately and cost effectively.
- Responsible for records management of all accounting documents ensuring compliance with the University’s records management program.
- Sets up POs, reviews PO invoices to ensure compliance with contract terms and adequacy of supporting documents. Creates receipts of goods and services once the PO is fulfilled.
- Provides support for faculty and staff on finance related policies and practices. Trains faculty and staff members on new systems and procedures as required.
- Keeps tracking of new hired faculty member’s relocation expenses, make sure total expenses claimed are within relocation budget, prepares expense claims from Central Relocation Fund. Processes reimbursements for faculty PDR funds and staff LFS Professional Development Funds, ensuring appropriate back up documentation is provided.
- Acts as Internal Service Delivery Data Entry Specialist, prepares ISD transfers for units/programs. Responsible for vehicle bookings, maintaining vehicle keys and records. Prepares vehicle usage charge back entries, follows up with vehicle users for invalid/missing account information
- Checks and distributes finance mail on a daily basis. Maintains and distributes T4 slips for students.
- Assists with cost center corrections by reviewing salaries and making corrections for all charges at the cost center level.
- During the summer (July/August) helps processes TA and WL appointments in Workday.
- May assist with Dean’s Office administration coverage