Finance Clerk

Staff – Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Salaried – Support Services Assistant II

Job Title
Finance Clerk

Department
VPRI Office Vice Principal Research Office

Compensation Range
$4,098.00 – $4,705.00 CAD Monthly

Posting End Date
September 30, 2022

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

Job End Date

Job Summary
This position is responsible for providing comprehensive, core financial support to the Vice Principal Research portfolio, and its units and facilities. This includes preparing and processing all financial documents, tracking, entering data, reconciling errors, monthly reconciliation and monitoring of multiple accounts. This position may also work closely with the portfolio Finance Manager obtaining information for financial reporting, budgeting and forecasting.
Organizational Status
This position co-reports directly to and receives direction from the Office Coordinator, Vice Principal Research and the Finance Manager, VPRI Portfolio.

This position interacts with staff and management within the VPRI portfolio, UBC Procurement services and Accounts Payable, third-party customers and vendors.
Work Performed
Provides financial support to the Vice Principal Research & innovation portfolio and its units and facilities:

– Creates financial documents/requisitions

– Ensures accurate and timely data entry of financial information

– Ensures that financial transactions are in accordance with UBC policy and guidelines.

Manages the accounts receivable process for VPRI shared research facilities including invoicing, collections, process deposits and review EFT/Wire payment report for VPRI related payments

– Assists portfolio with VISA transaction reconciliations, answering questions and resolving anomalies

– Provides guidance to the portfolio regarding UBC financial policies and procedures, and Workday finance procedures, ensuring the portfolio is kept abreast of changes and updates

– Ensures third-party invoices are coded to the correct accounts

– Acts as the primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate

Reviews all financial paperwork to ensure appropriate back-up documentation is provided and follows up as required

– Assists with Workday training and troubleshooting for the portfolio

– Maintains files of all financial transaction documents and supporting materials for the required period of time per UBC’s retention schedules

– Assists with workday delegation for leaves within the department, ensuring delegations are appropriate and set up correctly

– Acts as the VPRI contact with UBC Okanagan Finance Operations ensuring VPRI employees receive required financial training and relaying any Workday and business process challenges. May participate on working groups as requested

– Acts as the primary contact to resolve vendor disputes by researching, following up and resolving s appropriate

– Provides guidance and support to VPRI users with the Workday system on a regular basis by ensuring employees have appropriate access, approvals are accurate and reporting systems issues. Represents the portfolio on Workday specific committees and working groups as requested

– Arranges employee Workday training with UBC Okanagan Finance Operations and provides general training and onboarding to Workday as required

– Regularly reviews and reconciles ledgers, prepares and submits accounting adjustments, monitors financial transactions, provides regular monthly summary reports to budget owners, and collaborates with portfolio Finance Manager to gather financial information for preparation of budgets and forecasts by the Finance Manager

– Offer financial support and mentorship to other administrative staff within the VPRI portfolio as required

– Undertakes special projects

Consequence of Error/Judgement
Must exercise judgment based on thorough knowledge of procedures, guidelines and regulations. When dealing with financial and sensitive records, confidentiality is essential, and employee is required to use sound judgement when sharing information. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the grant holder. Position is subject to working under pressure and to meeting deadlines. Poor judgement or failure to act in a professional, tactful and discretionary manner will have an adverse effect on the image of UBC and the VPRI portfolio. Work is not checked on a day-to-day basis but broad oversight is provided by the Finance Manager for the portfolio.
Supervision Received
This position works under the direct co-supervision of the Office Coordinator, Vice Principal Research and Innovation and the Finance Manager, Vice-Principal Research and Innovation, however the incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently with minimal supervision.
Supervision Given
This position is not responsible for the supervision of others.
Minimum Qualifications
– Two year college diploma from a recognized post-secondary institution.

– Minimum of five years of related work experience in the office administration or accounting, or an equivalent combination of education and experience.
Preferred Qualifications

– Demonstrates financial, analytical and budgetary skills (ie. possible accounting designation, experience with excel spreadsheets at an advanced level).

– Effective problem resolution and analytical skills, as well as oral and written communication, and inter-personal skills, with ability to maintain attention to detail.

– Demonstrated ability to multi-task, set priorities and meet deadlines.

– Thorough knowledge of Microsoft products and ability to quickly adapt to new specialized software programs.

– Experience with UBC financial systems is preferred.

– Ability to work effectively with all levels of University personnel.

– High level of confidentiality is needed.

– Knowledge of UBC policies and procedures is an asset.