Job Description

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Position Summary:
Under the direction of the immediate supervisor, administer accounts. 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:
(i) Administers accounts. 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.

(ii) 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-to-date knowledge of these matters and gives explanations to researchers, staff and agencies.

(iii) 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.

(iv) Monitors loans. Follows up on missing payments. Advises on and arranges payment schedules.

(v) 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.

(vi) Verifies the completeness and accuracy of documentation.

(vii) Prepares schedules, reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.

(viii) 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.

(ix) 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.

(x) 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:
Customer service oriented; Knowledge of accounting principles; Demonstrated organizational skills and ability to multi-task; Accuracy and attention to detail; Ability to clearly transmit and receive information; Proven experience meeting deadlines; Strong Microsoft Excel skills; Demonstrated ability to work in a PC environment using spread sheets and database packages; Workday, Banner FIS and Crystal Reports. English and French, spoken and written.

Additional Information:

• Accounts Payable:

• Verifies that invoices are valid and approved as per department standards. Processes and indexes invoices. Requests change orders. Verifies vendor statements and follows up on any issues. Maintains the resource email account for invoice receipt and distributes accordingly. Troubleshoots purchase orders.
• Operations: Verification of proper approvals, of entry to FAMIS then proceeds to payment in Banner.
• Billings

• Process monthly feed files for energy and trades to charge internal and external clients
• Provide backup to clients as needed
• Keep FAMIS updated with correct FOAPAL information
• Reports

• Update and maintain Government energy report
• Payroll:

• Acts as backup for Local Timekeeper for Facilities Management in Workday. Verifies overtime rates per the applicable collective agreement and proceeds to payment. Docks pay upon approved request. Fields inquiries and verifies payments, making adjustments as required. Maintains payroll database for FMAS.

Minimum Education and Experience: DEP - Business Administration 3 Years Related Experience /

Hourly Salary: (MUNACA Level E) $27.75 - $34.40

Hours per Week: 33.75 (Full time)

Supervisor: Supervisor, Financial Services for Facilities Management

Position End Date (If applicable): 2024-08-31

Deadline to Apply: 2023-07-20

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, .

McGill University