Accounting Office Assistant

4 weeks ago


Vancouver, Canada AMS of UBC Full time

Accounting Office Assistant

6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada Req #720 Tuesday, October 22, 2024

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

Position title: Accounting Office Assistant

Department: AMS Administration

Reports to: Accounting and Administration Supervisor

Supervises: None

Employee status: Permanent, full-time

Hours per week: 35

Salary: Group 3 (MoveUP 378) – starting salary at $28.66 per hour

Position Purpose

The purpose of this position is to handle incoming cash, checks, outgoing disbursements, and balance cash on hand in the vault in the morning. In the afternoon, this position involves providing customer service duties at the front desk. The role also includes report preparation, backfilling office functions, and other administrative duties.

Duties & Responsibilities

Process and reconcile all receipts of cash, checks, and cash reimbursements from AMS businesses, clubs, and organizations. Complete and balance daily cashbook activity for Cash On Hand worksheet net of cash disbursements, and circulate for a surprise check. Match Cash Reconciliation amount to the Cash On Hand to GL and investigate any discrepancies. Record bank transfers at month end and balance Club bank account ending total to match GL’s. Verify and record deposits for all electronic deposits received daily in Club bank account Send a weekly report to the VP Finance team for any unallocated deposits and follow up on them. Post journal vouchers for events and club deposits/payments daily. Prepare bank deposits for Brinks pickup and process check deposits through ChequePro. Determine and place coin orders via email to the bank as required once a week. Disburse cash funds as directed for businesses, services, and clubs. Prepare cash floats for event ticket sales and cash boxes for all AMS organizations as required. Provide and process change requests as required by all businesses in the Student Union Building. Cover and dust the bill counter and coordinate maintenance of the bill counter. Investigate unusual occurrences of cash activities and report to management. Organize and file cash disbursements alphabetically in the club folders. Sort and file deposit envelopes, checks, and other documents daily. Keep the cash room clean and recycle the coin boxes regularly to ensure there is no debris in the room. Maintain an inventory of the contents of all vaults. Open and close the vault daily and be responsible for the combination to the vault. Visit the bank for checks that cannot be deposited through ChequePro. Provide backfill support for other administrative positions, particularly Reception. Other duties as assigned.

Qualifications & Experience

High school graduation plus two years of post-secondary education with training in accounting and/or office administration, or equivalent experience. Proficiency with data entry and Microsoft Office (Excel spreadsheets, Outlook). Ability to perform basic reconciliation and some basic accounting knowledge required. Ability to operate office equipment such as tape calculator, the mail machine, and photocopiers Adhere to security procedures  Strong multitasking abilities and adaptability to changing environments. Excellent interpersonal and communication skills for interacting effectively with the public and staff.

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