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Clerical Assistant

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant (Assistant Financial Coordinator), Administrative Support Group**:
The College of Arts and Science consists of twenty-one departments spanning the natural and physical sciences, the social sciences, and the humanities and fine arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other department
- and program-specific duties for departments and programs in the College of Arts and Science.

**Primary Purpose**: To provide a high level of support to departments in the ASG by coordinating smooth, efficient delivery of a variety of financial services. Special project support related to research and academic initiatives in ASG-supported departments is also required.

**Nature of Work**: Reporting to the ASG Financial Coordinator, with oversight from the ASG Manager, this position works closely with other ASG staff and establishes and maintains professional working relationships with a diverse group including faculty, students, staff, the University community, and various stakeholders. The office environment is diverse, complex, and often highly active, with multiple competing demands and strict deadlines. Sound judgement is required to make decisions and provide advice. Prompt, complete, and accurate work is critical. The incumbent must have a broad working knowledge of University of Saskatchewan systems and processes, using this knowledge to independently decide, plan, adapt, and implement financial processes. Workflow planning is required to anticipate deadlines, peak periods, and unexpected situations.

**Typical Duties or Accountabilities**:
**General Finance**
- Provides effective administration and support of financial resources, including performing the day-to-day transactional functions and monthly reconciliation of funds for departments supported by the ASG.
- Prepares and maintains all financial records, including purchase orders, invoices, purchase and cheque requisitions, travel expense claims, monetary transactions, Pcard procurement, invoices, and journal vouchers.
- Prepares property off-campus forms for equipment purchase and tracing of these purchases.
- Provides monthly reconciliation of funds to departments and the ASG Manager.
- Provides assistance with budgeting for departments and for faculty and researchers.
- Assists faculty and staff with processes in Concur.
- Creates and prepares general financial documents as appropriate.
- Stays current with procedures at the U of S and cognate agencies.

**Procedural Roles**
- Works closely with other financial staff and the ASG Financial Coordinator to ensure that proper financial procedures are followed and that decisions are implemented.
- Creates and maintains internal controls related to financial procedures.
- Maintains relationships with other individuals and groups on campus, including Financial Services and other cognate units.

**Faculty and Research Support**
- Provides general assistance to new research personnel and students regarding internal and external documentation.
- Educates Tri-Agency grant-holders on policies as appropriate, and ensures that Tri-Agency procedures are followed.

**General**
- Supports the ASG by assisting with special projects when necessary.
- Completes other duties as assigned by the ASG Financial Coordinator and ASG Manager.

**Education**: Grade 12 diploma and a one-year postsecondary computer office accounting diploma from a recognized institution.

**Experience**: At least two years of accounting experience in a large institution, preferably in a university setting. Experience in budget management and development would be an asset.

**Skills**: Effective interpersonal and communication skills, both written and verbal; highly effective public and customer relations skills, including the ability to provide timely and courteous service under stressful conditions with a tactful and firm approach; ability to work independently as well as part of a team; demonstrated accuracy in data entry and the ability to maintain attention to detail; proven problem-solving abilities; confidence to make decisions and the ability to communicate them as appropriate; a broad working knowledge of university financial processes and terminology; proficiency with computers and university computer systems used for financial processes; ability to multitask and demonstrate effective organizational skills in a fast-paced environment; demonstrated ability to handle cash accurately.
- Inquiries regarding this position can be directed to Sharla Daviduik at (306) 966-8711._

**Department**: A&S Ad