Financial Assistant - Office Assistant 4 (AESES)

Job OpeningaLocation :Expected Start Date :Full Time :Permanent :Posting End Date :Job Description :Financial Assistant - Office Assistant 4 (AESES)New Budget-Funded Continuing Full-Time 35.00 hours/week Monday to Friday; 8:30 am - 4:30 pmSalary Range: $24.27 - $33.05 per hour ($44,171.40 - $60,151.00 per annum)Proposed Start Date: July 8, 2024Trial/Probation Period: 840.00 work hours For more information, please contact:Sarah Rout@ :- Administrates the use of the University Purchasing Card for Faculty and School purchases and ensures the transactions are reconciled and reports are submitted in a timely manner.- Primary point of contact for Academic staff to source, process purchase requisitions for supplies, equipment and other purchases. - Works with purchasing to ensure process and procedures are being followed and departmental procedures align with University policy.- Understand and interpret purchasing and supplier payment guidelines and advise administrative staff and academics.- Monthly reconciliation of VISA statement.- Enforces University Purchasing policies.- Maintains records on Purchase orders, Standing Orders, etc., ensuring prompt payment for FOAPs. - Complete payments to ensure correct Purchase Order closures. - Reviews outstanding commitments of all Faculty and School funds in a timely fashion working with external suppliers and purchasing department. - Enforces procedures and reconciles petty cash floats.- Ensures student staff are trained on petty cash procedures and prepares floats. - Audit, reconcile and prepare weekly sales summary and cash and cheque deposits; ensures that these procedures are in accordance with University Policies.- Reports on all Faculty and School external revenues to the Business Manager to ensure maintenance of accounts and complete and correct revenue recognition. - Works with Accounts Receivable to receive all DFOM and SOA revenues.- Administers accounts receivable (AR) reports, refunds, adjustments, and any other accounting transactions related to AR management.- Collaborate with Business manager and department heads to maintain collection goals and general AR performance levels.- Verifies front desk reception cash register system is programmed with proper PLU and (PLC) credit card system is properly maintained.- Ensure that the reception desk follows proper procedure in balancing transactions in cash register for cash, cheques and credit cards.- Responsible for control cash funds such as petty cash, cash register, and cash deposits; investigates and reports any discrepancies.- Process payments to individuals and non-employment payment to employees and non-employees to adhere to University Policy and CRA regulations.- Complete Purchase Orders.- Creates invoices for external bookings through FAST.- Review and approve concur claims at the Faculty/School level. - Establish start-up fund accounts for new Faculty and School hires.- Advises faculty members and staff of University policies and procedures pertaining to all salary and non-salary expenditures.- Consult with the Business Manager on departmental policies and procedures under their responsibility scope.- Assists Financial Administrator in setup and administration of all grant FOPs within the School and Faculty- Primary point of contact to support Academic staff to process purchases, assist with travel expenses, process independent contractor agreements in relation to research grants.- Processes short-term/part-time payroll forms as required.- Responsible for direct time entry on a weekly basis for all DFOM and SOA staff.- Distributes and collects casual timesheet forms from all School and Faculty casual/hourly staff. - Processes Correction and Addition forms for any late submissions.- Advises School and Faculty employees' on payroll inquiries.- Tracks Major Practical Study, Ensemble and Masterclass sessional hours.- Assumes duties of other administrative staff in the Dean and Director's Office (i.e. Receptionist, Financial Administrator) during vacation or other absences.- Sits on various committees as support staff representative when elected or appointed.- Other duties as :MINIMUM FORMAL EDUCATION/TRAINING:- Completion of a formal training program in a related discipline in accounting or bookkeeping from a recognized institute is required. EXPERIENCE:- Three years of experience in a bookkeeping or accounting related position required.- An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES:- Must be able to work effectively with other administrative unites within the university and with Desautels Faculty of Music and School of Art academic staff members.- Must have strong problem solving and analytical skills.- Must be able to meet and relate well to people. - Must be highly organized and have excellent computer skills on both PC and MacIntosh platforms, with experience in a variety of software including: Excel, Word, IMS, INB etc.- Must maintain a high level of confidentiality and professionalism and be able to meet deadlines. - Ability to communicate effectively and diplomatically both verbally and in writing is required.- Ability to understand, explain and administer policies and procedures is required. - Demonstrated ability to plan and organize workload is required. - Satisfactory work record, including satisfactory attendance and punctuality, is required. OTHER JOB RELATED QUALIFICATIONS:- Positive and pleasant demeanor, ability to work under pressure, cope with mentally stressful situations and demonstrate sincere empathy with students is Information :The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).