Job Description

The School of Engineering is a large and diverse research-intensive school consisting of approximately 61 faculty, 34 staff, over 300 graduate students, various undergraduate clubs and other temporary SOE staff and visitors. Reporting to the Administrative Manager, the Purchasing & Accounting Assistant will be responsible for providing accounting/financial/purchasing support to the School. The Purchasing & Accounting Assistant is essential in allowing the School to meet forecasting objectives and ensure that research funds are administered in a manner consistent with granting agency mandates. The duties include liaising with department staff, faculty, and students as well as other units within Financial Services and Physical Resources to process department revenues and expenses while adhering to proper financial policies and procedures. The incumbent will also prepare and post journal entries into the University's financial system to transfer funds, record internal charges, and correct coding errors.

The Purchasing & Accounting Assistant is also responsible for:

• Receiving orders for goods and services and processing them in the appropriate manner;
• Providing prompt payment of invoices and payables and ensuring expenses are coded correctly;
• Receiving all in-coming deliveries pertaining to purchase orders and redirecting to appropriate staff;
• Reviewing appropriate supporting documentation and authorization for cheque, travel business claims and Petty Cash;
• Reviewing and reconciling account balances; assisting in department budget review and forecasting.
• Hold procurement card and reconcile monthly transactions;
• Working with Payment Services for fiscal year end procedures;
• Making travel arrangements;
• Administrative duties such as maintaining office supplies, inventory and filing for faculty research trust funds as well as departmental accounts relating to purchasing
• Providing support to special projects within the School, i.e.: EngSoc lab fund, Gryphon Race Team, Creative Encounters Summer Camp & the 4th year undergraduate 41X design course
• Assisting and providing backup for other team members as needed
• Other duties as assigned

Requirements of the position: Community College diploma, 1-year program, in purchasing or related program plus 1 year of relevant experience, or an equivalent combination of education and experience. Candidates should demonstrate: experience in purchasing; familiarity with general office procedures; excellent clerical, word processing, and spreadsheet (EXCEL) skills as well as Microsoft Office Suite; excellent organizational and communication skills; strong attention to detail and the ability to prioritize; familiarity with university cycles, policies and procedures will be considered an asset; initiative and the ability to work effectively both independently and as part of a team; demonstrated resiliency, assertiveness, problem, solving, creative thinking, decision making, strong network and relationship building skills. Knowledge of purchasing systems, particularly FRS and Oracle Purchasing, will be considered an asset.

Position Number 126-038
Classification USW, Local 4120 Salary Band 4*
Salary Range $23.83 Minimum
$26.63 Normal Hiring Limit
$32.24 Job Rate

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.