Financial Assistant

Job Summary

The Financial Assistant role is service oriented and provides financial, budgetary, and reporting support for the Department of Psychology.

Working in an administrative team setting, the Financial Assistant will process complex financial documents including preparing, reviewing and initiating expense reports, expenditure and receivable transactions. This role will often be the first point of contact for faculty members, students and staff with accounts payable needs. Provides guidance and information on various Faculty of Arts, UBC and granting agency policies to faculty, staff, and researchers and ensures they are correctly applied. This role is responsible for the entry of transactions directly into Workday. The Financial Assistant is expected to provide excellent customer service and maintain a detailed understanding of the department’s budget and finances. Ensures that assigned work is accomplished in a timely fashion and that deadlines and service agreements are met.

Organizational Status
The Financial Assistant works alongside an administrative team to support 60 faculty members, 130+ full-time graduate students and post-doctoral fellows, and other staff and students in the Department of Psychology.

Interacts primarily with faculty, staff and graduate students in the Department of Psychology. Regularly liaises with Expense Specialists in the Arts Service Centre. Works with staff at Research Finance, UILO, Supply Management, Payroll, and the other staff from Dean of Arts office.

Work Performed

- Prepares and processes complex financial documents related to accounts payable or revenue accounting. Requires verification of worktag & spend category coding, signing authorities, appropriateness of expenditures, and adherence to University policies and generally accepted accounting principles. Documents include: expense reports, non-PO invoices, spend authorizations, domestic and international travel claims and cash receipts.

- Investigates and resolves errors and discrepancies in financial data. Resolves most queries or errors independently.
- Interprets and ensures adherence to specific UBC policies, Faculty of Arts policies, Tri-council and other Research Grant policies.
- Reconciles, monitors and investigates and resolves errors and discrepancies on various Worktags (Programs, Grants, Gifts and Projects) as well as petty cash and UBC VISA; taking appropriate corrective actions and following up on outstanding items. Brings significant discrepancies to the attention of grant holders.
- Responds to queries by email and in-person, interprets and accurately communicates written policies and procedures.
- Reviews funding availability on research grants and follows up in cases of insufficient funding.
- Assesses the accuracy of GST, PST and/or HST on invoices and self-assesses such taxes where necessary.
- Creates Purchase Requisitions for the issuance of a Purchase Order. Prepares HR Fast Track Assessment Forms for payments made to independent contractors.
- Creates Suppliers as necessary.
- Prepares, maintains and distributes financial reports, ledgers, Statements of Accounts (Form 300s) and summaries as required.
- Participates in the year-end processes and prepare budget variance reports, analysis and financial statements.
- Develops expertise in Workday HR business processes.
- Assists with updates to departmental financial control systems and prepares material for review during audits.
- Participates actively in requirements sessions and design/test sessions for new systems development and roll-out. Trains and supports others in the use of new systems especially during major roll-outs.
- Provides input for departmental finance policies and procedures, drafts routine correspondence or basic training material and provides input on the development of training material.
- Responsible for the file management and/or archiving of all accounting documentation required to be kept by the Finance Unit; or responsible for returning it as needed to the originating departments.
- Performs all other related duties.

Consequence of Error/Judgement

Work procedures are governed by UBC, granting agency and department policies and practices. Individual sets priorities and methods for doing work and applies knowledge of these policies in making decisions. Work must be accurate and the individual must be able to identify existing and potential problems and demonstrate initiative, tact and good judgement in resolving them. Errors in judgement and poor customer services will result in significant financial and reputational losses. A high level of security and confidentiality is required in all financial transactions. Payment delays can result in poor relations with supplies/vendors. Errors in Workday could result in inappropriate financial management decisions.

Supervision Received
Reports to the Director, Administration. Receives day-to-day direction from Associate Director, Research Finance & Administration.

Supervision Given
May explain work procedures to new staff as well as student workers.

Minimum Qualifications
High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

Experience with ERP systems preferred. Demonstrated knowledge or and ability to apply generally accepted accounting principles. Experience with Workday an asset. Knowledge of Canadian tax laws an asset. Ability to exercise tact, good judgment and initiative in decision-making and problem solving. Ability to be thorough, accurate and have a high level of attention to detail. Ability to effectively use word processing, spreadsheet and database applications at an intermediate level Word, Excel. Effective oral and written communication, interpersonal, planning and organizational skills. Ability to work effectively under pressure and manage multiple tasks and priorities. Ability to work effectively independently and in a team environment. Ability to provide quality service to customers in a courteous, respectful and patient manner. Ability to research transaction details through financial computer systems and paperwork. Ability to analyze problems, identify key information and issues and effectively resolve.