Senior Accounts Administrator

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Position Summary:

Under the direction of the immediate supervisor, administers accounts. Organizes, distributes and verifies the work of others and participates in their training. Acts as resource person and resolves problems. Processes or monitors the processing of financial, accounting and payroll transactions. Examines, analyses and reconciles accounting and financial records as well as documents such as bank statements, expenditures, budgets, loans and others. Ensures accuracy and compliance with University, government and granting agency guidelines, as well as accounting, reporting and payroll policies and procedures. Performs various administrative tasks according to the needs of the unit.

Major Duties and Responsibilities:

• Administers accounts. Organizes, distributes and verifies the work of others and participates in their training. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Ensures accuracy and compliance with University, government and granting agency guidelines, tax laws as well as accounting, reporting and payroll policies and procedures. Maintains up-do-date knowledge of these matters and gives explanations to researchers, staff and agencies.
• Sets up accounts, sub-accounts, and budgets. Approves expenditures, receives funds and processes deposits. Compiles and prepares material to be sent to bank. Reviews, verifies and processes expense reports, requisitions, claims, advances, savings bonds, invoicing and charges.
• Monitors loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules, reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.
• Maintains computerized information systems and participates in their implementation and development to improve efficiency within the unit. Liaises with computer resource persons as required. Sets up and maintains databases and spreadsheets. Enters data and updates information.
• Performs various administrative and clerical tasks according to the needs of the unit. Prepares correspondence related to the duties of the position. Liaises with appropriate resource persons.
• Uses a variety of equipment such as a personal computer, printer, calculator, telephone, photocopier, microfiche reader and fax machine.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

Knowledge of accounting principles. Demonstrated organizational skills and ability to multi-task. Accuracy and attention to detail. Ability to clearly transmit and receive information. Must be client-focused and service-oriented. Demonstrated ability to work in a PC environment using word-processing, spread sheets and database packages; Banner HRIS, FIS and Crystal Reports. English and French, spoken and written.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

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Additional Information:

• Open new research funds and renewals – grants, contracts, student awards, salary awards
• Set up budgets for new funds and renewals
• Generate opening fund memos to send to researchers to confirm fund opening
• Initiate payment requests for payment of invoices (research related)
• Prepare transfer of funds agreements for monies spent at partner institutions and issue payments to partners
• Complete cheque deposits and wire transfers
• Fund closures
• Responsible for reconciliation of suspense fund
• Process budget adjustments and time extensions upon OSR approval
• Liase with OSR for all set up parameters of research funds

Minimum Education and Experience:

DEP – Business Administration 4 Years Related Experience /

Hourly Salary:

(MUNACA Level F) $29.42 – $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director Research Grants and Contracts

Position End Date (If applicable):

2025-12-31

Deadline to Apply:

2024-11-05

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

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