Finance Administrative Assistant (Term)

Date Posted: 03/08/2024
Req ID: 36458
Faculty/Division: Faculty of Pharmacy
Department: Faculty of Pharmacy
Campus: St. George (Downtown Toronto)

Description:

Performs core duties and responsibilities by:

Recording detailed transactions for many accounts. Coding financial information for processing in  FIS. Reconciling purchasing card statements. Checking that proper approvals are obtained prior to  processing transactions. Preparing and/or processing journal entries. Generating standard financial reports. Obtaining required authorizations and signatures to process financial documents. Applying the University Guide to Financial Management and other applicable policies, agency and regulatory requirements. Verifying the accuracy and completeness of information. Responding to enquiries within the defined scope of the role and redirecting as appropriate. Identifying and resolving individual financial discrepancies. Liaising with contacts to ensure consistent administration procedures are followed. Identifying and introducing variations to established administration processes. Verifying the accuracy and completeness of documents.

Accomplishes financial responsibilities by:
• Recording detailed transactions for many accounts
• Coding financial information for processing in FIS
• Reconciling purchasing card statements
• Matching source document information to records in FIS
• Checking that proper approvals are obtained prior to processing transactions
• Processing accounts payable according to the University Guide to Financial Management
• Processing accounts receivable according to the University Guide to Financial Management
• Maintaining imprest accounts on a regular basis
• Preparing and/or processing journal entries
• Generating standard financial reports
• Processing expense reimbursements
• Ordering supplies within established limits
• Preparing and recording deposits on a regular basis
• Obtaining required authorizations and signatures to process financial documents
• Verifying that supporting documentation is attached to financial records before processing in FIS
• Gathering information in preparation for budget planning
• Maintaining office equipment and supply inventory
• Monitoring, recording, reconciling and/or reporting on funding accounts for grants and contracts
• Liaising with internal contacts to resolve restricted fund administration and reporting issues

Ensures the accurate and timely administration of financial processes and procedures by:
• Applying the University Guide to Financial Management and other applicable policies, agency and regulatory requirements
• Verifying the accuracy and completeness of information
• Formatting data collected for reports
• Writing routine documents and correspondence
• Disseminating information
• Maintaining filing system
• Maintaining a database
• Creating and updating vendor records
• Keeping well-informed on key University and sponsor policies and trends
• Analyzing financial processes and procedures and recommending changes for  improvement

Supports client relations activities by:
• Liaising with clients and vendors to resolve minor complaints and address issues
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Following-up on outstanding accounts receivable tasks to ensure timely completion
• Identifying and resolving individual financial discrepancies

Provides administrative support by:
• Liaising with contacts to ensure consistent administration procedures are followed
• Identifying and introducing variations to established administration processes
• Updating and maintaining records
• Scanning, filing and copying documents
• Performing routine data entry
• Generating reports
• Collating and organizing data for various reports
• Verifying the accuracy and completeness of documents
• Responding to requests for information

NOTE: This is a 5-6-month term contract offered via UTemp.

Closing Date: 03/15/2024, 11:59PM ET
Employee Group: PM
Appointment Type: Budget – Casual
Schedule: Monday to Friday; 8:45am – 5:00pm
Pay Scale Group & Hiring Zone: $31.14/hour
Job Category: Finance/Budget/Planning/Audit