Job Description

One of our university clients is looking for a Senior Bilingual (French) Accounting Administrator
Length: Contract term is 6 months, with possibility of extensions
Location: Ottawa, ON - Hybrid - 3 days onsite
Department: Finance Department

JOB SUMMARY:
Fulfills various administrative and financial functions and coordinates activities of the secretariat to support Protection Services. Acts as payer for the accounts payable, decentralized buyer and manages the petty cash. Supports the Administrative Officer in the management of administrative, financial, human, and physical resources. Writes correspondence, procedures, reports, minutes of meetings and ensures quality of texts in both official languages. Responsible for updating information on the Service website (excluding Parking and Sustainable Transportation Division).

SPECIFIC DUTIES:

I. Administrative duties (50 %)
1. Writes routine correspondence and verifies spelling, grammar, and syntax in both official languages. Corrects and amends administrative documents for the Service, assists employees in the revision of texts and translates documents as requested. Provides word-processing and spreadsheets for documents including annual reports, policies, tables, notices, letters, memoranda, emails, etc. Ensures complete confidentiality of documents and files within the Service. Respects all pre-determined deadlines.
2. Revises, modifies, and creates, as requested by Service managers, Web pages for Protection Services (excluding Parking and Sustainable Transportation). Makes recommendations to managers regarding the look and feel of the site. Member of UOComnet committee (Marketing and Communications) and participates in Web Site meetings and/or training to maintain updates on the vision of the University of Ottawa.
3. Coordinates and provides secretarial support to the Director, the Assistant Director Security Division, the Administrative Officer, and managers of other divisions when needed.
4. Prepares agendas and writes minutes of the monthly Management committee meetings, as well as the Annual General Meeting of the Service.
5. Responsible for updating the binders of job descriptions and internal policies as well as distribution of internal correspondence.
6. Coordinates internal communications for the Service staff by email. Responsible for receiving general e-mails addressed to us and forwarding them to appropriate staff for follow-up.
7. Organizes and plans meetings according to pre-established schedules; makes room reservations, prepares notices of meeting and relevant documentation for distribution. Coordinates requests with Conventions and Reservations as necessary. Responsible for approving external requests for the reservation of the Protection Services conference room.
8. Establishes and maintains an efficient filing system for administrative files and confidential employee files within the Service. Archives material as required by university standards and coordinates archiving of originals and supporting documents for all financial transactions.
9. Maintains updated lists for the Service including personnel, emergency numbers and University directory entries.
10. Produces the annual work schedule for Security teams, considering shift sequences.
11. Manages the drivers\' license file and updates the permit renewals of all personnel in accordance with the Office of Risk Management.
12. Develops new office methods to improve efficiency in the secretariat. Produces and updates a procedure manual for the Administrative Assistant position.
13. Sees to own professional development and maintains a competent knowledge of the University financial and administrative policies, regulations, and related procedures.

II. Financial Resources (30 %)
1. Acts as payer for Protection Services financial transactions, as well as decentralized buyer for requisitions of purchase orders. Responsible for purchase order ledger for internal control.
2. Processes and manages regular purchasing requisitions over $5,000 in accordance with Material Management Service and University policies and regulations.
3. Verify merchandise with orders, packing slips and invoices to ensure accurate payment. Ensures that regulations regarding various taxes are applied correctly. Contacts vendors and resolves problems as they arise. Makes entries in financial system and assigns the appropriate accounting key; ensures that University standards and policies are respected about dates and conditions of payment.
4. Manages the petty cash ($1,000) reimbursement and reconciliation. Verifies requests, controls and enters expenditures in accordance with University policies; refills monthly petty cash fund.
5. Supports the Administrative Officer in the consolidation of financial reports and completes journal entries for cost recovery. Produces and updates statistical reports to assist the Administrative Office

...

r in the financial operations and development of the Service.
6. Guides and assists members of staff in the use of electronic travel advance and reimbursement forms on the Financial Services web site. Verifies receipts and amounts claimed in accordance with University regulations. Obtains appropriate approvals and enters data in the financial system.
7. Coordinates reservations for accommodation and car rental for training sessions for uniformed staff and completes travel advances and reimbursement forms.
8. Verifies processes, ensures accuracy and manages premiums for uniformed staff (unionized and non-unionized) working evenings, nights and weekends and compiles data based on information provided by team coordinators. Acts as first approve and submits monthly premium payment document to the Administrative Officer for approval.
9. Manages recovery of monthly photocopies, long-distance calls and mobile costs for personal use by employees. Prepares and completes deposits in appropriate accounts in the DEPS system for internal and external recoveries.
10. Prepares cash float and provides administrative support for the Lost and Found sales of items. Verifies and compiles revenues generated with supporting documents.
11. Is a Pcard holder, responsible for coordinating and monitoring purchases (up to 20,000$), in compliance with policies 36 and 75.
12. Processes payment of the Pcard and reconciles transactions and documentations monthly for his/her purchases as well as those of the Security service vehicles.
13. Prepares various statistical and expense/recovery reports as requested by the Administrative Officer.
14. In the absence of the Administrative Officer and the Assistant Director, Parking and Sustainable Transportation, becomes approver for Protection Services for the payment of invoices and requisitions of purchase orders.

III. Human Resources (15 %)
1. Acts as manager and approver in FAST system for the leave management application and ensures proper entries and completion of leave requests for all employees of the Service, excluding Parking administration staff. Guides employees for procedures related to completion of leave request forms in FAST system and acts as advisor for general leave information.
2. Assists the Administrative Officer in the preparation of remuneration requests for students employed under the work-study program, casual employees, as well as SPAF forms. Creates employee records in EPAF system, completes time sheets and acts as first approver.
3. Manages the performance appraisal process for the Service; acts as resource person with Human Resource Services and support staff for HR Expert system and ensures that deadlines are met for completion of evaluations.
4. In the absence of the Administrative Officer, verifies payroll reports and sends requests for corrections as needed. Prepares and submits salary requisitions, according to deadlines, to ensure that employees receive regular pay.

IV. Material and physical resources (5%)
1. Controls inventory of office supplies and forms; places orders with suppliers, receives and distributes merchandise.
2. Coordinates requests at Physical Resources Services for maintenance and repairs and ensures follow-up.
3. Manages inventory of furniture and equipment for submission to Materials Management Services. Manages inventory of office keys.
4. Controls reservations and loans of equipment (digital camera, projector and laptop computer) and guides employees on the use of this equipment.

KNOWLEDGE, COMPETENCIES/SKILLS AND QUALIFICATIONS

• Knowledge of administration and accounting principles normally acquired through diploma, college certificate or equivalent experience.
• Experience in bilingual administrative writing and in-depth knowledge of grammar and spelling.
• Ability to work autonomously as well as in a team environment.
• Excellent organizational and planning skills to meet strict deadlines; ability to work well under pressure.
• Experience in interpreting, explaining, and applying regulations and methods.
• Knowledge of University policies and procedures.
• Knowledge of office techniques.
• Experience in using computerized systems and software programs, including Windows, Word, Excel, Banner/FAST, DEPS, databases, e-mail, and Internet.
• Excellence in client services to act as resource person and expert advisor for the Service.
• Initiative, sound interpersonal skills, confidentiality, tact, diplomacy, integrity and attention to accuracy and detail.
• Fluently bilingual in both official languages (both written and spoken).

URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.

The recruiter in charge of this role is Sunita.

If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.

Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!

Please note: Adherence to our end client\'s vaccination policy is a requirement.

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