Financial Processing Specialist

The Financial Processing Specialist is responsible for providing accounting, human resources, procurement and administrative support for the student financial support programs.

Organizational Status
The Financial Processing Specialist reports directly to the Student Financial Support Coordinator. The incumbent in this position has regular contact with staff in Enrolment Services and in the Mastercard Foundation Scholars Program. This position interacts with many units at UBC including Payment and Procurement Services, Student Development & Services, Student Housing & Hospitality Services, Development Office, and UBC Faculties.

Work Performed

• Performs efficient and accurate Workday data entry including cash receipts, journal vouchers, travel advances, domestic and international travel claims and requisitions for payments which requires verification of account coding, signing authorities, appropriateness of expenditures, and adherence to University policies and Generally Accepted Accounting Principles. Ensures timely processing of these payments and transfers.

• Completes complex reconciliations for cardholder expenses.

• Administers and is responsible for the efficiency and effectiveness of the Purchase Order system. Prepares and enters bids or vendor quotations into Workday, tracks payments on database, allocates payments to various projects for open and standing purchase orders, reconciles commitment ledger and follows-up on variances with end-users, vendors and / or Payment and Procurement Services (PPS).

• Serves as a point of contact for Visa card administration between cardholders and PPS. This includes coordinating the issuance and deletion of cards, notifying PPS of any changes, issues and/or discrepancies.

• Ensures monthly statements and backup documentation are reviewed and approved for compliance with University policy and filed centrally.

• Handles diverse and complex award administration issues requiring knowledge of Mastercard Foundation Scholars Program benefits, Senate Regulations governing University Awards, CRA regulations on scholarships, and Student Information System (SIS) Award module in order to make decisions on award issues and resolve award assignment and disbursement errors.

• Processes all Mastercard Foundation Scholars Program awards, including assignments (bulk and manual), amendments, cancellations and other adjustments on SIS.

• Reviews fee assessments included in the Mastercard Foundation Scholars Program student accounts for correctness and provides information about fee assessments as requested. Exercises judgment and makes decisions to defer fees and/or remove late charges assessed to a Mastercard Foundation Scholars Program student account.

• Liaises with Student Housing and Hospitality Services to transfer funds in settlement of invoices related to student housing and meal plan or card.

• Routinely monitors all Mastercard Foundation Scholars Program student accounts and resolves any payment-related issues to ensure accounts are kept in good standing.

Other Related Duties

• Provides back-up on efficient and accurate Workday data entry of financial documents including cash receipts, journal vouchers, domestic and international travel claims, purchase requisitions and requisitions for payment.

• Provides back-up on cash deposits.

• Provides back up for the timely and accurate data entry of tuition payments into students accounts in the Student Information Service Centre (SISC).

• Provides back up for the timely and accurate assignment of recommended awards to eligible students in SISC Awards module, and coordinates with the departments and with award management staff to ensure that restrictions are met.

• Responds to vendor and customer queries.

• Assists with staff training to facilitate understanding of existing financial and accounting procedures, policies, and systems as required.

• Performs other duties in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

This position is responsible for ensuring all financial information in Workday is accurate, appropriate and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Errors could result in inaccurate long-term planning, over/under expenditures, overpayment or non-payment of invoices, incorrect departments / units being charged and delays in payments for international programs, grants, etc. Such errors could adversely impact the reputation of the units and the University.

Judgment is exercised based on thorough knowledge and interpretation of established University policies and procedures for award administration. Failure to follow award criteria may result in errors in student records, such as non-academic awards being inadvertently recognized in a student’s transcript. A combination of experience and good judgment is required to be intuitive as to whether things are correct or not (e.g. working on core duties or on projects). Judgment is essential to determine whether they have all the facts required before making a decision or a recommendation.

Attention to detail and thorough knowledge of UBC policies, Generally Accepted Accounting Principles, CRA regulations, and Senate regulations governing University Awards are critical. This position is responsible for ensuring that housing payments and award assignments are entered correctly in the Student Information System (SIS). Errors could result in delays in award payments. Such errors could cause inaccuracies in financial planning, financial hardship or missed opportunities for effective delivery of services to students.

Supervision Received

Works independently with minimum supervision under the direction of the Student Financial Support Coordinator. Receives detailed instructions on the assignment of new duties and thereafter only on new or unusual problems. Establishes own priorities in accomplishing work.

Supervision Given

Oversees and directs the work of student staff and is responsible for the accuracy, production and control of their work. May have input into staff selection and performance evaluation of employees. Formally trains new employees on work procedures at this and lower classifications.

Minimum Qualifications
High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• High School graduation

• Certificate in Accounting or Payroll CPA Level 1 and registered in CPA preparatory program or two-year post-secondary diploma is desired

• 4 years related experience or the equivalent combination of education and experience

• Accounting experience in an operational environment is required

• Most suitable for someone with a goal of attaining their CPA designation

• Demonstrated experience in performing detailed reconciliations and a proficient understanding of accounting principles

• Knowledge of university financial systems, policies and procedures

• Extensive knowledge of spreadsheet (Excel) applications and a thorough knowledge of other personal computer software

• Working knowledge of integrated financial and human resource application software packages (Workday preferred), and Student Information Systems (SIS)

• Strong analytical and problem solving skills; ability to work independently and strong organizational skills

• Ability to multitask, work under pressure and prioritize work to meet deadlines

• Ability to interpret, apply, and make decisions within complex guidelines and regulations

• Ability to adapt to changing priorities

• Detail-oriented and ability to maintain high degree of accuracy

• Excellent communication (written, oral and presentation) and interpersonal skills required

• Strong teamwork and collaboration skills required

• Ability to exercise tact and discretion

• Ability to maintain confidentiality

• Strong initiative, work ethics and integrity required

• Ability to type 60 w.p.m. and to operate normal range of operating equipment