Job Description

Clerical Assistant - Residence Finance Clerk

Primary Purpose: To provide financial and administrative support to the Residence Department. This position works closely with other units within the Consumer Services Division, some departments within the Financial Services Division, such as Student Accounts and Treasury, and the campus community. The incumbent will be expected to operate efficiently, effectively and independently in a busy, technology-rich environment, subject to frequent interruptions, multiple competing priorities and customer service interactions. This position requires strict attention to detail, accuracy and diplomacy in dealing with students, department staff and external clients. The position works independently, receives minimal supervision and will be assisted by the supervisor in determining appropriate action for complex issues and decisions. This position is a key point of contact with residence staff and residents on financial matters and undertakes special/individual assignments in a manner that acknowledges primary accountability for related outcomes.

Nature of Work: Reporting to management of Residence Operations and the Director of Consumer Services this position is responsible for the timely collection of Residence Accounts Receivable. Collection of past due accounts with consideration of maintaining relationships between customers, clients and service units. Reconciliation, aging and monitoring of receivable balances and accounts on a monthly basis in accordance with university policies, practices and procedures. Ensuring that the online and point of sale payments are deposited into the appropriate accounts. Responsible for identifying aged outstanding balances on the tenants\' accounts, follow up with outstanding accounts, determining the account balances to be written off or forwarded to the collection agency. Collection and management of outstanding accounts often requires having conversations with emotionally charged students. Regular communication with clients, customers and service units through email, letter, telephone and in-person. Provide recommendations regarding policies, processes and guidelines for the collection and management of receivables.

The person in this position is responsible for providing exceptional internal and external customer service. The incumbent will understand and apply the core value of student life in all interactions. Careful attention to detail is required to maintain financial, room and student records, this includes all aspects of the application, acceptance, financial, and move-in/out processes. Customer service situations of a sensitive nature are common and must be handled with tact and diplomacy. The incumbent must be able to exercise judgment within established guidelines; work effectively in both independent and team situations; and provide advice and guidance to stakeholders on the job specific area of knowledge. A good understanding and working knowledge of other clerical related aspects of College Quarter, McEown Park and Voyageur Place is required. The incumbent must be able to work collaboratively with others to ensure seamless customer service, office efficiency and harmonies teamwork/relationships.

Typical Duties: Primary financial responsibilities include: preparing and reconciling cash reports, daily deposits, and financial statements; financial balancing, maintaining rental accounts, monitoring outstanding balances, processing refunds, charging and recovering rental fees, damages, cleaning and various costs within the StarRez system, and ensuring the changes/adjustments are reflected in the university\'s financial system UniFi; ability to build personalize reports and extract data from within the StarRez system as needed; processing Journal Vouchers, Cheque Requisitions, reconciling budget reports through FAST; taking cash, Interac, and credit card payments at the front counter through the Point Of Sale (POS) system, balancing and reconciling online payments via Moneris E-Select, taking payments over the phone, assisting with the front counter duties and answering telephone, card coding; providing financial reporting to the Senior leadership and Accounting personnel, data entry, preparing rental contracts and leases, processing accommodation applications, tracking occupancy rates, room assignments, maintaining student records and waiting lists, handling confidential information, work cooperatively with other clerical staff to ensure seamless customer service and office efficiency (this includes but is not limited to covering sick and vacation time); provide administrative support to the Residence Leadership personnel; and other administrative tasks as assigned.

Qualifications

Education: Completion of Grade 12, a minimum of a recognized post-secondary business/accounting/ administrative program and a minimum of 5 years of experience in a financial role. Strong understanding, training, and application in financial accounting practices are required. Employee must be bondable and will be asked to provide criminal record and vulnerable sector check by the Saskatoon Police Services at the onset of employment.

Experience: Three to five years directly related experience in a fast-paced office environment, including cash handling, account management in an office setting. Experience with Star Rez, Moneris, UniFi, PAWS, FAST, Banner, eSelectplus payment processing or other computerized software would be an asset. Proficiency in Microsoft Office with an emphasis on higher level Microsoft Excel usage, mail merge, databases and an understanding of University policies and procedures. Knowledge of Persona computer lock system is an asset. Previous relevant work experience in a university setting would be an asset.

Skills: Knowledge of Residence and University practices and procedures is required; exemplary customer service skills; effective communication skills, both written and verbal; team work skills; legible handwriting and proficient typing skills; knowledge and experience with basic accounting, word processing, data bases and other computer software related to the duties would be beneficial; demonstrated ability to maintain accuracy and attention to detail; ability to multi-task in a high volume office environment with multiple interruptions and conflicting deadlines; ability to handle interactions with tact, discretion, confidentiality and cultural sensitivity; self-motivated and creative, with the ability to follow direction and at the same time exercise initiative when required; proficiency in all aspects of secretarial and administrative support.

Duties are performed on location, offering in-person support to the Residence Services team as a whole, student residents and applicants as well as various campus partners and affiliates.

Primary work schedule will consist of regular operational hours, Monday-Friday, 8:30am - 4:30pm. On rare occasion, such as year-end requirements, may include some weekend and/or evening hours.

This position is in scope of CUPE 1975.

This position will remain open until filled.

Inquiries regarding this position can be directed to Leanne Twordik -

Be sure to submit application and cover letter online as emailed applications will not be accepted.

Department: Residence
Status: Term 12 Months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Monday - Friday 8:30am - 4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 2/14/2024
Closing Date: 3/26/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at:

Criminal Record Check: Yes
Driver\'s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan\'s main campus is situated on Treaty 6 Territory and the Homeland of the M\xc3\xa9tis. We pay our respects to the First Nations and M\xc3\xa9tis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

University of Saskatchewan