Financial Procurement Specialist

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

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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
Information Technology is a FMS certified department with a high volume of accounts payable and requests for reimbursement of expenses. This position is responsible for financial and administrative processing. The Financial Processing Specialist prepares and processes financial documents for authorization and payment as in accordance with UBC financial policies and procedures. This includes tracking financial transactions, reconciling errors, preparing invoices for billings and collecting on outstanding receivables. This position will also be providing training and support to IT staff on the use of the Online Payment Tool.

Organizational Status
Reports to the Finance Manager. Interacts with staff from Information Technology and across UBC. Liaises regularly with individuals in Payment & Procurement Services and other University departments as well as a number of external vendors.

Work Performed
- Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims and purchasing requisitions) directly into the online system. Uses knowledge of UBC policy and practice to make decisions during document preparation and data-entry.
- Reviews all financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating staff member when additional documentation is required. Maintains files of all financial transaction documents and supporting material
- Reconciles vendor account statements
- Reconciles travel advances and travel settlement claims at various exchange rates.
- Performs duties related to web-based finance forms, such as tracking transactions, checking rejected transactions and resolving errors.
- Performs processing of invoices, bills and statements using the IT billing application tool and other billing methods.
- Monitors and follows up collections of outstanding accounts/invoices.
- Assists in year-end processes including entering expense accruals via journal voucher, and providing financial processing support to the Senior Financial Processing Specialists.
- Assists in year-end processes including invoicing and entering deferred revenue entries via journal voucher.
- Manages the Office Petty Cash Fund by reimbursing allowable expenditures, tracking, and reconciling monthly.
- Prepares and processes bank deposits.
- Maintains files, including electronic files, of all financial transaction documents and supporting material for audit purposes and reference purposes. Responsible for archiving documents, organizing into boxes by fiscal year, completing records/log of files, and coordinating with off-site storage vendor.
- Provides training and support to IT staff on the use of the new Online Payment Tool.
- Primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate.
- Performs other related tasks consistent with classification.

Consequence of Error/Judgement

Must exercise judgement based upon a thorough knowledge of procedures, guidelines, generally accepted accounting principles and regulations. Inaccurate accounting records and/or practices could lead to overspending or loss in revenues. Required to exercise judgement and tact in dealings with others on the telephone, in person and by e-mail. Poor judgement or failure to act in a professional, tactful manner will have an adverse effect on the image of the information Technology unit, Comptroller s office and VP- FRO.

Supervision Received
Works independently under general supervision. Works within general guidelines, applying knowledge of procedures and regulations to establish priorities. Receives specific instructions on unusual problems and on matters that depart from established practice. May receive direction or task assignment from a Senior Financial Processing Specialist 1a or Financial Manager.

Supervision Given
May explain work procedures to new or inexperienced staff.

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