Finance Assistant

About Queen's University

Queen's University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

The Department of Family Medicine delivers the largest postgraduate residency program in the Faculty of Health Sciences at Queen's University through a distributed education model with its primary site at Kingston and the Thousand Islands and satellite offices in Belleville, Peterborough, and Oshawa. It is home to the Centre for Studies in Primary Care. It operates the Queen's Faculty Health Team located in Kingston and Belleville, and inter-professional health care centre servicing the Kingston and Belleville communities. Reporting to the Finance Manager and under the direction of the Finance Coordinator, the Financial Assistant assists with the financial duties in the department. This position is responsible for providing financial and general administrative support to the Business Office of the Department of Family Medicine. The Financial Assistant assists in the day to day financial and accounting functions and helps prepare various financial reports and spreadsheets. The scope of this position

as it relates to its financial duties encompasses more than 100 staff members, approximately 175 residents and more than 30 Faculty.

This position performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and/or reconciliations. This position performs fund allocation to the appropriate budget line items/chartfield. This position also prepares and processes casual contract payroll requests, temporary employment contracts, vacation entries, and time-sheet reporting.

Job Description

What you will do:

• Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and/or reconciliations.
• Performs accounting duties to support department activities.
• Performs fund allocation to the appropriate budget line items/chartfield.
• Prepares and processes casual contract payroll requests, temporary employment contracts, vacation entries, and timesheet reporting.
• Generates accounting reports to support the operations.
• Provides guidance on financial rules and policies relevant to research grants and contracts.
• Provides guidance on faculty members, students, and other support staff on the expense reimbursement process.
• Prepares and sends payment collection letters and emails.
• Assists with budget preparation activities and generates financial summaries and reports.
• Coordinates the purchase of supplies and equipment for the department and researchers.
• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.

o Experience with accounting practices considered an asset (e.g., general ledger, cash payments/collections, tax transactions, balance sheets, management reporting, cost accounting/budgeting and/or accounts payable/receivables, etc.).

o Experience working at a post-secondary education institution considered an asset.

o Experience in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.).

o Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.).

o Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources