Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Financial Proc. Spec 4 (Gr5)

Job Title Financial Processing and Reception Assistant

Department Finance Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $3,762.00 - $3,955.00 CAD Monthly

Posting End Date March 29, 2023

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 provides finance, administrative and facilities support to the department and day-to-day coordination of counter service. The position is responsible for assisting the Finance Manager with preparing and processing financial documents, tracking, entering data, and reconciling errors. The incumbent provides general administrative support to the MECH Administration Services Office as required. This position is also responsible for assisting the facilities team in facilities-related requests and FASmail accounts.

This position acts as the first point of contact for the department by receiving visitors, answering phone calls and responding to enquiries as appropriate, and will support a wide variety of department activities.

Organizational Status
This position works directly with the Finance Manager and the Financial Processing Specialist on a daily basis to complete tasks as necessary. Reports to and receives overall direction from the Finance Manager and provides support to the Facilities and Safety Coordinator in facilities related taskings. Liaises, cooperates and coordinates extensively with staff members, faculty members, Research Finance, Supply Management, other UBC departments, as well as external vendors.

Work Performed
Finance

• Takes on the following Security Roles Assignments in Workday:Student Expense Report Initiator, Cost Center Financial Analyst, Cost Center Financial Payroll Analyst, and Cost Center Receiver.Is also assigned as Internal Service Delivery Data Entry Specialist and Cost Center Accountant to provide support for the Finance Assistant.
• Submits Expense Reports and acts as a delegate for students, staff and faculty.This includes travel and non-travel reimbursements, PD claims and VISA reconciliations.Ensures that support documentation is complete and is compliant with UBC policies and procedures.
• Prepares the annual financial report for MECH Capstone Teams (MECH45x and MECH 305/306) and assists student groups with expense tracking and sponsor invoicing.
• Submits purchase requisitions (purchase orders) and liaise with suppliers for any supplier requests and special billing arrangements.Liaise with ECE Stores personnel in matters of equipment and laboratory supply purchases, deliveries and pick-ups.
• Reviews invoices to ensure compliance with contract terms and UBC Policies; receives goods and services in Workday in coordination with faculty or research staff; and processes invoice payments in a timely manner.
• Submits accounting journals and payroll accounting journals as directed by the Finance Manager.
• Prepares bank deposits and records cash sales in Workday; reallocates the deposit if necessary.
• Provides training to faculty and staff on finance-related policies and procedures; updates and enforces department financial policies.
• Extracts data and prepares financial reports; advises on ledger accounts, funds available for spending, correct use of account codes and expense eligibility as per grant restrictions.
• Maintains digital files of all financial transactions and supporting material.
• Maintains and reconciles the department petty cash fund in compliance with UBC procedures.
• Collects, processes and reconciles Student Accident Insurance (SAI) payments for both individual enrolees and course-wide onboarding.
• Maintains Equipment Registry for Department computer purchases.
• Administers the Faculty and Staff PD Support Fund.
• Prepares, maintains and keeps track of open JVs for UBC Bookstore, UBC Restaurant Card, UBC Parking, and others as they occur.
• Prepares budget and keeps track of recurring department expenses such as Xerox, voice services, office and coffee room supplies, regular and special department events, etc.
• Serves as backup to Finance Assistant during vacation, sick days and breaks.
• Coordinates with other members of the unit to ensure administrative office coverage at all times.
• Maintains a procedure manual to ensure consistent performance of routines.

Administrative support

• Organizes monthly Department socials, End of Term Parties, and other Department social events.
• Updates absences and leaves on the staff calendar and office attendance board.
• Receives and distributes mail, faxes and courier packages; maintains the department bulletin boards.
• Maintains the calendars and booking for MECH Office meeting rooms and audio-visual equipment bookings; submits ad-hoc classroom bookings for non-course related requests.
• Ensures equipment and accessories are in good condition.
• Oversees the department photocopiers, trouble-shooting operational problems, placing service calls, ordering paper, and other related tasks.
• Orders and maintains office supplies for department (including business cards, exam booklets, etc.)
• Serves as a building warden, responsible for directing people to designated exits and safe areas in the event of an emergency situation. The Department will provide appropriate training.
• Books conference rooms, hotel, air travel, and sends invitation emails, etc. for the Distinguished Colloquium Seminars; other department guests and special events.
• Prints exams and handouts requested by faculty
• Undertakes special projects assigned by the Manager, Operations & HR in keeping with the level.
• Maintains a procedure manual to ensure consistent performance of routines.
• Undertakes special projects assigned by the Manager, Finance in keeping with the level.

Facilities support

• Assists in processing facility access requests, including checking for completion of safety requirements, granting electronic access, and updating records.
• Drafts and submits basic maintenance requests, such as elevator issues and burned-out lights, to Building Operations through their web interface.
• Assigns lockers, collects rental fees, and maintains locker rental records.
• Responds to in-person enquiries and provides basic information on self-service options, referring visitors to other staff as needed.
• Creates and maintains user accounts, address books, and access codes for administrative office photocopiers.
• Serves as a backup for ad hoc lab bookings for approved users, using Google calendar.
• May serve as a backup for Pinnacle routine (non-customer-funded) requests.
• Performs other related duties / tasks consistent with the classification.

Consequence of Error/Judgement
Requires judgement, initiative, attention to detail and creativity to accomplish tasks while respecting collective agreements and policies. Errors in judgment or ineffective communication may lead to inefficiency of operation, poor internal and external relations, or missed deadlines.

Supervision Received
The incumbent is expected to carry out his/her duties independently and with minimal supervision. Consults closely with and reports to the Finance Manager. Receives initial instruction on new responsibilities, in terms of objectives, and is expected to take initiative, problem-solve, determine course of action and follow through independently. Brings important matters to the attention of the Finance Manager.

Supervision Given
May supervise a worklearn student.

Minimum Qualifications
High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.

Preferred Qualifications

• Ability to perform word processing at 60 words per minute and operate the normal range of automated office systems and equipment.
• Ability to effectively multi-task, prioritize work and meet deadlines while maintaining accuracy and attention to detail.
• Ability to effectively use word processing, spreadsheet, database, presentation and electronic mail/scheduling applications, at an intermediate level (e.g., Outlook, MS Word, MS Excel, PowerPoint).
• Ability to effectively arrange web meetings/conferences use online meeting tools (e.g., Skype, Google+, GoTo Meeting etc.).
• Ability to take and transcribe accurate meeting minutes (shorthand helpful)
• Ability to exercise tact and discretion when working with information of a confidential and /or sensitive nature.
• Ability to work effectively independently and in a team environment and handle frequent interruptions.
• Ability to prioritize and work effectively under pressure to meet deadlines
• Effective oral and written communication, interpersonal, customer service and organizational skills.
• Ability to compose original correspondence and other business related material using clear concise business English.
• Knowledge of University policies and procedures preferred.
• Experience with, and demonstrated ability in, working effectively with members of staff, faculty and senior management.