Accounts Administrator

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Position Summary:
Under the direction of the immediate supervisor, administers accounts. Acts as resource person and resolves problems. Processes or monitors the processing of financial, accounting and payroll transactions. Examines, analyses and reconciles accounting and financial records as well as documents such as bank statements, expenditures, budgets, loans, and others. Ensures accuracy and compliance with University, government and granting agency guidelines, as well as accounting, reporting and payroll policies and procedures. Performs various administrative tasks according to the needs of the unit.
Major Duties and Responsibilities:

• Administers accounts. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Ensures accuracy and compliance with University, government and granting agency guidelines, tax laws as well as accounting, reporting and payroll policies and procedures. Maintains up-to-date knowledge of these matters and gives explanations to researchers, staff and agencies.
• Sets up accounts, sub-accounts, and budgets. Approves expenditures, receives funds and processes deposits. Compiles and prepares material to be sent to bank. Reviews, verifies and processes expense reports, requisitions, claims, advances, savings bonds, invoicing and charges.
• Monitors loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules, reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.
• Maintains computerized information systems and participates in their implementation and development to improve efficiency within the unit. Liaises with computer resource persons as required. Sets up and maintains databases and spreadsheets. Enters data and updates information.
• Performs various administrative and clerical tasks according to the needs of the unit. Prepares correspondence related to the duties of the position. Liaises with appropriate resource persons.
• Uses a variety of equipment such as a personal computer, printer, calculator, telephone, photocopier, microfiche reader and fax machine.
• The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee who has been matched to this generic job description

Other Qualifying Skills and/or Abilities:

• Must be client-focused and service-oriented with a proven ability to deal with people at all levels.
• Ability to multi-task and great attention to detail.
• Must have excellent organizational and prioritization skills to meet monthly deadlines.
• Demonstrated ability to work autonomously and part of a team.
• Proven ability to deal effectively and diplomatically in delicate situations.
• Experience working in a PC environment using word processing, spreadsheet, database and presentation software and ability to use e-mail as well as Minerva, Banner (FIS, SIS and HRIS), Workday and Crystal Reports.

• Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.
   

  #LI-Hybrid

Additional Information:

1. Acts as a resource person and resolves problems with Financial Services customers pertaining to Accounts Payable and Travel related issues and responsible for making appropriate corrections including the posting of journal transactions into the Banner system.

2. Ensures all payments (expense reports, advances, and invoices) are accurate and compliant with policies/regulations. Ensures proper approvals of expense reports and advances have received correct departmental approval/signatures before approving. Prepares correspondence and advises claimants when expense reports are rejected and provides explanations quoting the policy.

3. Maintains up-to-date knowledge of changing University policies in order to effectively respond to all queries pertaining to outstanding payments. Provides guidance to McGill Community offering explanations on such policies and procedures.

4. Calculates, records, or self-assesses the GST & QST on all University invoices according to Government Tax Regulations. Following commodity tax laws, ensures proper taxes are recorded and applied to benefit from the applicable rebates. Reviews and verifies the work of other colleagues (input of advances).

5. Monitors supporting documentation such as receipts to ensure properly reflects correct expense category selected, analyzes whether expenses are eligible according to university policies; verifies the completeness and accuracy of documentation by ensuring receipts/supporting documentation match amounts being claimed.

6. Processes cheque deposits for unspent advance money. Processes adjusting journal entries for outstanding advances that must be booked in Banner. When processing invoices, ensures the vendor information including address sequence code, currency, sales taxes and address matches invoice and vendor set-up in Banner  and advises Procurement Services of any vendor changes or PO Requestor of any mismatches

7. Examines, analyzes and processes all expense reports and advances; final signoff/approval on all expense reports up to the amount of $5000 amounting to approximately $48 million in annual expenditures for the university.

8. Examines, analyzes and processes all invoices; final signoff on all invoices up to the amount of $50,000 amounting to approximately $255 million in annual expenditures for the university.

9. Analyses and reconciles 2-way match between invoice and purchase order (PO) by matching commodities and prices. Ensures proper audit controls by analyzing discrepancies and errors. Makes corrections, processes adjustments and follows up on problems directly with vendors, PO requestors, and Fund Financial Manager’s, etc.

10. Communicates with PO requestor and Fund Financial Manager (FFM) and advises them if PO is closed or there are insufficient funds. This is needed to ensure accurate and timely reporting of transactions.  

11. Calculates, prepares and records accounting transactions using automated financial systems via AP module, Banner, Minerva, Application Extender, Sharepoint, and Micrsosoft Teams daily. Participates in changes to the menu or processes/policies in Minerva expense reports and advances menu.

12. Monitors outstanding advances. Follows up on missing payments. Ensures collectability.

Minimum Education and Experience:

DEP – Business Administration 3 Years Related Experience /

Hourly Salary:

(MUNACA Level E) $27.75 – $34.40

Hours per Week:

33.75 (Full time)

Supervisor:

Accounts Payable Manager

Position End Date (If applicable):

Deadline to Apply:

2024-04-05

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .