Senior Financial Processor

Job Summary

Oversees and coordinates Library Collections’ invoices for payment and data entry using the Collections, Accounting and Budget Interface (CABI) system, which interfaces with the University accounting system (Workday). Updates, maintain, and monitors library systems (CABI and Voyager) and university accounting system (Workday) of all Collections accounts for suppliers, allocation and other required information and data.

Organizational Status

Reports directly to the Finance Manager, UBC Library. Work closely with and oversees the work of the Financial Processor – Collections. Coordinates with Technical Services staff in regards to Collections payment processing through the Library systems (CABI and Voyager). Liaises with other department managers, librarians, staff and external suppliers.

Work Performed
Duties:

1. Oversees the processing and payment of Library Collections’ invoices in CABI and the interface process with university accounting system (Workday). Ensures that Collections payments are properly processed and issued. Resolves interface problems as they occur with IT and central Finance Operations.

2. Reviews, verifies and posts batches created by the Financial Processor - Collections to ensure the payment of time-sensitive material, accuracy of entry, and validity of supporting documentation using the CABI system.

3. Responsible for the updating and maintenance of account data files including suppliers payment records (credit card payments and others) as well as fund records.

4. Responsible for creating and maintaining vendor files both hard and electronic (CABI) for Collections.

5. Responsible for updating USD and other exchange rates in the library system (CABI).

6. Posts allocations/budgets to the library systems (CABI and Voyager).

7. Maintains and updates the CABI system with new/changed fund IDs, signing authority and fund managers and valid worktags and other Workday requirements, which include tax applicability of transactions.

8. Prepares and submit all Collections Accounting Journals in Workday and CABI.

9. Request for PO for acquisitions beyond Resolution 12 authorization for Collections.

10. Review and prepares journals requirements for GST self-assessment of transactions made in Workday in CABI on a monthly basis.

11. Reviews and provide worktags codes for Collections deposits for Workday posting and journal entries for the CABI systems.

12. Reconciles and reviews the daily interface payments in all currencies (USD, CAD and others) to ensure that payments have been issued for all processed transactions. Coordinates with Central Finance and Library IT for any discrepancies and resolves problems.

13. Coordinate with central finance and suppliers regarding credits, returned cheques and replacements as well as any required documentations.

14. Prepares monthly utilization reconciliation and adjustment of USD transactions for hedging.

15. Reconciles the main Collections account (PM002597) on a monthly basis. Prepares a report for review and approval by the Finance Manager.

16. Assists the Finance Manager with various reports and analysis of the Collections accounts including year-end reports and audit requirements.

17. Trains and provides guidance to Financial Processor – Collections and temporary data staff.

18. Oversees and coordinates the year-end file and record changeover. Ensures that invoices, ledgers and Collections reports and statistics are organized for retention at the end of each fiscal year, and are retained for the appropriate number of years for consultation and auditing purposes.

19. Serves as the primary back-up support for the Senior Financial Processor – Non-Collections and as the secondary back-up support for the Financial Processor – Collections.

20. Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Inappropriate handling of vendor accounts could result in delays in payments; resulting in delay of delivery of library materials and non-access of electronic materials. Inaccuracies in statistical reports could adversely affect accurate forecasting and planning.

Supervision Received

Work under the supervision of Finance Manager.

Supervision Given

Is not required to supervise; oversees the work of Financial Processor- Collections.

Performance Criteria

Collections transactions are process in a timely manner and in accordance with UBC policies and procedures as well as vendors agreement. Collections keying in library system (CABI) and university accounting system (Workday) are accurately verified, batched and posted. Accurate reconciliations of accounts and other analysis provided. Confidentiality is observed. Courtesy and tact in dealing with co-workers and other customers are observed.

Qualifications

High School graduation, plus two-year post-secondary diploma in accounting, plus three years of related experience or an equivalent combination of education and experience. Knowledge of UBC financial processes and procedures. Training and understanding of Workday processes and knowledge are required. Ability to use Microsoft Office at an intermediate level. Ability to gather, record, and organize information. Ability to identify and correct missing and incomplete data. Ability to understand and apply policies, procedures, and instructions. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact and discretion. Ability to exercise sound judgment. Ability to operate library, office, cash and document service related machines and equipment. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems.