Financial Assistant

GENERAL STATEMENT
Without direct supervision, but in consultation with supervisor, the Financial Assistant performs general accounting and clerical support functions in the preparation, maintenance, processing and reconciling of financial transaction records and reports. The assistant also provides support for a variety of Finance areas including accounts payable, accounts receivable, and purchasing as required; and serves as a resource person for other college departments and students to resolve a variety of problems to support financial operations.

TYPICAL DUTIES
• Collects and processes cash receipts, records payments appropriately in the Colleague - Finance system, reconciles daily cash sessions, and ensures that discrepancies are investigated and corrected;
• Processes and applies incoming payments to applicable accounts and records bank deposits by receipt and application to appropriate accounts;
• Ensures cash, cheques and funds are securely stored in a locked location until deposited;
• Downloads and verifies electronic fund transfer (EFT) payment data from the financial institutions, accurately allocates and reconciles the EFT payments with the system generated reports;
• Processes, imports, and verifies financial data into the Colleague - Finance system in a timely manner; including but not limited to
- creates and enters journal entries and performs general ledger account reconciliations;
- reconciles and balances client accounts;
- assists with various data entry such as travel claims, petty cash reconciliations, student bursaries and refunds, and other entries as required;
- conducts financial system data review and cleanup; and
- generates and reviews system generated reports for accuracy;
• Reviews and updates the signing authority database through consultation with schools and departments;
• Assists with the monthly Visa reconciliation process, verifies supporting documentation, reviews transactions for eligibility and appropriate account coding;
• Provides receptionist duties, responds to general accounting inquiries, and directs inquiries to the appropriate financial area;
• Receives, scans and indexes sponsorship documents and records data appropriately for the preparation of timely invoice issuing;
• Administers and reconciles external third parties GL accounts and produces expenditure invoices to clients on a monthly basis;
• Maintains and reviews the aged accounts receivables report, investigates delinquent balances and cleans up the accounts accordingly;
• Performs soft collection calls within standards set by the College for outstanding debts and communicates disputes or issues to the Supervisor;
• Performs a variety of clerical functions, such as but not limited to filing, copying, mail distribution, as well as provides administrative support for meetings, special events and workshops;
• Liaises with Facilities Services on applicable requests/work orders and follow-ups to ensure completion in a timely manner;
• Orders and maintains department equipment, supplies, stationary and related inventories;
• Assists in special projects and software upgrade testing as assigned from time to time;
• Participates and completes as directed in the maintenance and updating of related processes and procedures;
• Performs other related duties similar in scope and complexity.

Successful completion of a police information check is required.

Grade 12 and a two-year accounting certificate plus three years experience in a computerized accounting environment, or an equivalent combination of education and experience.

• Knowledge of cash management principles and procedures;
• Ability to process large volumes of work accurately and in an organized manner;
• General knowledge of accounts payable and receivable processes;
• Ability to analyze and solve problems;
• Proven ability to work independently, and assume responsibility and accountability to complete duties and assignments;
• Demonstrated ability to work under pressure and meet scheduled deadlines;
• Experience and accuracy with Windows and MS Office suite;
• Ability to relate well and work effectively with students, public and College staff in a tactful, courteous, and diplomatic manner;

The core capabilities are required for all positions at the college.
Focus on Students and Their Success (Core)
• We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
• Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.