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Position: Support Services Asst I
Institution: University of British Columbia
Department: UBCO - Finance
Location: British Columbia, Canada
Duties: This position is responsible for processing financial transactions for the University of British Columbia (UBC) Okanagan campus. The incumbent is responsible for analyzing all financial transactions as it relates to accounts payables within guidelines and in accordance with UBC's financial policies, adhering to generally accepted accounting practices and Canada Revenue Agency (CRA) Tax implication regulations. The incumbent reviews all financial transactions initiated in various UBC systems (manual, Smartform and Online Payment Tool) and provides financial advice and direction to the university community regarding all accounts payables issues
Requirements: Completion of Grade 12 plus a minimum of two years' post-secondary education in Business Administration with training in basic accounting principles and practices. Two years' related experience in the areas of administrative and financial management or equivalent combination of education and experience. Effective oral and written communication, interpersonal and organizational skills. Demonstrated ability to multi-task, set priorities and meet deadlines. Ability to work independently and as part of a team. Detail orientated with excellent problem solving skills. Proven ability to work effectively with all levels of University personnel
   
Text: Job ID: 33446 Location: Kelowna - UBC Okanagan Employment Group: BCGEU UBC-Okanagan Job Category: BCGEU OK Clerical Classification Title: Support Services Asst I Business Title: Support Services Asst I VP/Faculty: UBCO-AVP Finance & Operations Department: UBCO - Finance Salary: $42,504.00 (Annual) Full/Part Time: Full-Time Ongoing: Yes Desired Start Date: 2019/04/29 Funding Type: Budget Funded Closing Date: 2019/04/22 Available Openings: 1 Return to Previous Page An exciting opportunity is available to join the UBC-Okanagan Finance Operations team. Job Summary This position is responsible for processing financial transactions for the University of British Columbia (UBC) Okanagan campus. The incumbent is responsible for analyzing all financial transactions as it relates to accounts payables within guidelines and in accordance with UBC's financial policies, adhering to generally accepted accounting practices and Canada Revenue Agency (CRA) Tax implication regulations. The incumbent reviews all financial transactions initiated in various UBC systems (manual, Smartform and Online Payment Tool) and provides financial advice and direction to the university community regarding all accounts payables issues. The incumbent will also collaborate with Vancouver Payment and Procurement Services (PPS) to align Accounts Payable processes. The incumbent is responsible for the release of required information to external and internal auditors and reinforcing auditing guidelines across all departments on Okanagan Campus. Organizational Status This position reports to the PPS Client Services Manager, UBC Okanagan campus and interacts with the Okanagan campus community (faculty, staff and students), counterpart Payment and Procurement Services team members on the UBC Vancouver Campus and external suppliers, and collaborates with internal and external auditors. Work Performed 1. Provides support to the UBC Okanagan Campus: - Analyzes and finalizes all transactions sent to PPS Okanagan including: Smart Forms, manual requisitions for payment, Online Payment Tool (OPT) transactions and journal vouchers. o Determines and verifies accuracy, completeness and adequacy of provided information and supporting documentation. o Verifies transactions conform to official UBC Policies, UBCO campus policies and procedures including signing authorizations, departmental guidelines, Canada Revenue Agency (CRA) tax regulations, and Tri-Council guidelines. o Reviews and makes independent judgements on tax implications (Federal: GST and BC Provincial Services Tax: PST) on all financial transactions for accuracy and correcting all errors in accordance with CRA Tax regulations and External Auditor guidelines. Initiates self-assessment of taxes where required. o Finalizes transactions in manual and Financial Management System (FMS) Live environments. o Ensures expenses are paid in a timely, accurate and auditable manner. - Maintains, balances, and reconciles university travel advances and prepaid spreadsheets with department general ledgers on an ongoing basis. o Follow-up on outstanding transactions with department staff and advises on procedures to clear the commitment. - Maintains accurate financial records and files as required by UBC policies and CRA regulations. - Administers cash deposits as required and outlined by UBC guidelines and policies. - Provides accounts payables information at informal events across campus. - Provides timely and accurate accounts payable information to Research Trust Accounting. - Acts as liaison to Payment and Procurement Department staff in Vancouver as required. 2. Provides assistance to faculty, staff and students, third party vendors and external and internal auditors: - Provides general guidance to accounts payable queries and issues and directs them to available tools, training and services by Payment and Procurement Services. - Provides specific training to all administrative personnel in the faculties and departments regarding the processing of Smart Forms and the Online Payment Tool. - Provides follow-up guidance and direction to faculty and staff on how to generate requisitions through the Smart Forms system and Online Payment Tool. - Assists faculty and staff on how to process requisition forms in accordance with UBC financial policies and procedures and Canada Revenue Agency tax regulations. - Ensures that excellent customer service is provided and that all queries are handled accurately and in a timely manner. - Releases financial transaction records to external and internal auditors, and providing timely and accurate information to meet audit requests. 3. Performs other related duties as required. Supervision Received This position reports to the Client Services Manager of Payment and Procurement Services, UBC Okanagan campus. This position works with general supervision within established policies, procedures, accepted practices and CRA tax regulations. The incumbent is expected to take initiative, problem solve, determine course of action and then follow through independently. Support and guidance is available from the Client Services Manager. Supervision Given No supervision is given. Consequence of Error/Judgement - Errors of judgment, untimely or inaccurate advice, and inappropriate decisions on procedures or policies could reflect negatively on the university. - Errors in financial reviewing and processing may result in extra financial costs for departments. - Failure to assess and incorrectly complete tax information impacts all grants and funding by reducing the GST rebate allotted to the University. Inaccurate GST application on any transaction could result in financial loss to the Department and University. - Inaccurate tax applications could affect the university's compliance with Canada Revenue Agency tax implication regulations and also external auditor requirements to UBC. - Lack of sound judgment and decisions can jeopardize relations with vendors and affect departmental grant funding. - Inaccurate reimbursements may cause undue delay and hardship for students, staff, faculties and external vendors. Qualifications Completion of Grade 12 plus a minimum of two years' post-secondary education in Business Administration with training in basic accounting principles and practices. . Two years' related experience in the areas of administrative and financial management or equivalent combination of education and experience. Experience working in an educational environment interacting with students, faculty and staff is preferred. Effective oral and written communication, interpersonal and organizational skills. Demonstrated ability to multi-task, set priorities and meet deadlines. Ability to work independently and as part of a team. Detail orientated with excellent problem solving skills. Proven ability to work effectively with all levels of University personnel. . Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. 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