Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Senior Financial Spec 1a (Gr8)

Job Title Senior Financial Specialist 1a (Gr 8)

Department Finance | UBC Information Technology | Office of the Comptroller | VP Finance and Operations

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date August 12, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Nov 7, 2023

Summary
Accounting, budgeting and variance reporting for a portfolio of projects, services and departments within Information Technology and related entities. Identification of administrative needs within the department,

Assist IT management and staff on accounting, budgeting and administrative procedures.

Organizational Status
This position is a member of the Financial Services-IT team reporting to the Finance Manager. The incumbent works collaboratively with other Financial Services-IT and Administration staff and supervises the day-to-day work of the clerk assigned to the portfolio.

Work Performed
Accounting:
-Oversees and performs day-to-day accounting functions, ensuring that transactions are processed accurately, in a timely manner, within specific deadlines, and according to UBC accounting policies and procedures.

-Determine cost distributions for all transactions.

-Compile and create client invoices in accordance with service agreements from data in IT Services financial and other systems.

-Reconciles/WD Workday general ledger to IT Services shadow systems, source documents and internal reports monthly and resolves discrepancies.

-Maintains and reconciles accounts receivable records and prepares analyses of receivables as required.

-Process bills and travel claims for payment ensuring payments are made in accordance with UBC policies and controls, and are made in accordance with vendor agreements and/or UBC purchase order.

-Set up and maintain purchase, blanket and standing orders. Ensure that spending against orders is appropriate and within authorized amounts.

-Works with clients in regards to billings, accounts receivable, collections and delinquent accounts, including dealing with external collection agencies. Communicates client concerns re. service delivery to the appropriate manager.

-Maintain and interpret service and maintenance agreements with clients, including generating contract renewals and confirmation notices.

-Prepares and provides information to auditors

--Identify and submit requests for new vendors to be set up in WD and IT Services systems

-Explains contract agreement terms to clients and IT Services staff

-Conducts credit checks on new vendors, as required, within established guidelines

-Create and maintain records of IT Services assets, as required

-Prepares financial statements and other information to managers and other staff

Variance Reporting:
-Produces variance reports of revenues, expenditures and other key financial information. Produces periodic financial reports and variance explanations to assist managers in the control of funds.

-Obtains explanation or clarification for key variances from project, service or departmental managers, as directed by Manager, Accounting & Budgets.

-Prepare summary financial and operational information.

-Prepare detailed and summary variance reports.

-Collects various financial and operational data to be used in the variance review.

Budgeting
-Works with managers to develop their operating and capital budgets and cash flow statements, assisting with any questions they may have.

-Explains budget schedule, processes, procedures and requirements (including budget targets) to department managers.

-Prepares budget working papers.

-Contributes to IT Services budget planning, including the design and preparation of the working budget reports and working templates.

-Assists in identifying potential problems with the budget process and the department s ability to meet its schedule.

Financial Systems:
-Participates in identifying financial system requirements and contributes to developing, testing and installing enhancements and upgrades to existing systems and system replacements.

-Contributes to identification of enhancements to WD, and participates in their development and testing.

-Administration of IT Services shadow systems.

-Recommend improvements to systems and procedures.

-Draft and maintain documentation of systems & procedures.

Administrative Support:

-Identifies areas where administrative support is weak, lacking or needs improvement.

-Recommends or implements solution collaboratively with other IT Services Accounting and Budgets and Administration staff.

Other:
-Performs duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Errors in accounting, budgeting or variance reporting can materially alter tactical financial reporting, financial and operational planning, decision making, cash flow, and the viability of the ancillary components of IT Services.

Failure to organize and meet all requirements is highly visible to customers, vendors and IT Services managers, and can impair the IT Services relationships with these parties. It could also result in key reporting deadlines being missed.

Failure to keep confidential information secure could lead to breaches of privacy.

Failure to maintain and organize records could result in a loss of audit trail.

Supervision Received
Works under limited supervision and performs most duties independently. Receives specific instructions only on unusual matters or problems that depart from established policies and procedures.

Supervision Given

Provides input into staff selection and performance evaluation.

Preferred Qualifications
High School graduation. diploma in Accounting or Payroll CPA Level 2. General business training equivalent to a two-year business/financial management diploma.4 years related experience or the equivalent combination of education and experience. Experience in accounting and business procedures and practices.

A thorough understanding of business procedures and practices and their application.

Experience in the Information Technology or Telecommunications industries is an asset. Ability to exercise tact and discretion and recognize when it is required. Team player who has the ability to work well with all levels of an organization. Effective oral and written communication and interpersonal skills. Demonstrated financial management, analysis and problem solving skills.
Strong organizational skills, including effective multi-tasking.
Advanced working knowledge of MS Excel.
Working knowledge of other MS office products (MS Word, Access and Explorer).
Ability to handle large volumes of work and work under pressure to meet deadlines.
Familiarity with the MS Windows operating environment and MS Internet Explorer, TimeSheet Pro, Crystal Reporting and FoxPro.
Familiarity with UBC Financial Management Information System and UBC accounting, purchasing and travel policies & procedures preferred.

University of British Columbia