Financial Clerk

Staff - Union

Job Category

CUPE 116

Job Profile

CUPE 116 Salaried - Financial Clerk

Job Title

Financial Clerk

Department

Finance Support | Student Housing and Community Services

Compensation Range

$4,442.00 - $4,877.00 CAD Monthly

Posting End Date

August 5, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary
The Financial Clerk performs a variety of duties in the Accounting Department of the UBC Bookstore, assisting with administration, cash handling, daily cash reconciliation, data entry and reconciliation of vendor accounts.

Organizational Status
Reports to the Director, Finance, VP Students GPO Units and UBC Bookstore

Work Performed
Accounts Receivable:

• Balances cash and other tenders to daily sales, investigates any discrepancies, and prepares corrections for review/approval.
• Communicates with Bank to collect necessary data to perform corrections on credit card errors
• Prepares bank deposits, journal vouchers and cash receipts.
• Assists in preparing daily cash float.
• Processes sales including pre-payments for sales to UBC departments, corrections, voids, etc. as per established procedures and guidelines
• Reconciles Accounts Receivable data in Bookstore ERP System with Accounts Receivable data in Workday to ensure that data is accurate and processes adjustments as required with Supervisor’s approval.
• Sets up new accounts for Accounts Receivable customers with approval from Supervisor.
• Sets up and maintain scholarships and grants accounts for sponsored students according to established guidelines.
• Posts Accounts Receivable payments and prepares Accounts Receivable deposits to the bank.
• Reviews and follows-up on delinquent accounts and reports to Supervisor monthly.
• Assists in the training of staff on cash related procedures as required.

Accounts Payable:

• Creates and assigns new vendors in Bookstore ERP and Workday based on guidelines and established procedures.
• Enters and generates Purchase orders for goods for resale placed with vendors as per guidance from the Purchasing Coordinators/Senior Procurement Officer. Accurately enters information into Bookstore ERP, verifies that information and pricing on orders is correct and ensures that returns, rebates and claims match. Identifies discrepancies and prepares corrections for review/approval.
• Verifies vendor account statements and reconciles with Bookstore Accounts Payable information. Reviews discrepancies with Supervisor.
• Liaises with Merchandising department and Warehouse to resolve issues relating to vendor invoices.
• Checks receiving reports of merchandise received with invoices and purchase order to ensure that quantities received, costs and retail prices are correct and makes adjustments according to established procedures and guidelines.
• Enter vendor invoices into Bookstore ERP recognizing freight, sales taxes, PST self-assessment and correct cost centre according to products received.
• Processes Return Bills in the system, extends costs and selling prices on Return Bills under correct account codes. Matches vendor’s credit notes with return bills.
• Processes vendor refund and rebate cheques for merchandise returned.
• Process payment of freight invoices/charges.
• Files and maintains files of all accounts payable documents.

Performs any other duties as necessary related to the qualifications and requirements of the job
Performs other assignments and special projects at the request of the Supervisor.

Consequence of Error/Judgement
Works within well-defined guidelines and procedures, but is expected to exercise some initiative and judgment in establishing priorities and carrying tasks through to completion; new or unusual problems would be referred to supervisor.

Supervision Received
Carries out familiar phases of work under general supervision; receives detailed instruction during orientation and on subsequent new assignments or changes in procedures.

Supervision Given
Employees at this level do not supervise, but may explain work sequences to others.

Minimum Qualifications
High school graduation plus business training in office procedures and practices and a minimum four years of related experience or an equivalent combination of education and 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
One year relevant UBC experience. Knowledge of Workday is preferred. Effective oral and written communication skills and organizational skills required. Ability to effectively manage multiple tasks and priorities. Manage workflow effectively and meet deadlines. Detailed oriented with excellent problem solving skills. Keyboarding ability of 40 w.p.m. preferred, except where required in specific jobs. The ability to operate the normal range of office equipment and automated systems as may be required in performance duties, such as computers, calculators, copying machines, data entry systems, and software packages. Ability to operate a point-of-sale terminal in an efficient and accurate manner. Ability to communicate effectively and to respond appropriately to inquires in person, by phone, and in writing, and make appropriate recommendations as necessary. Demonstrated ability to work effectively both independently and within a team environment.