KEY RESPONSIBILITIES :
Perform various financial and accounting duties for the Faculty Office including, but not limited to, the following :
oProcessing financial transactions (e.g., cheque requisitions, purchase orders, deposits, invoices, salary requisitions, and journal entries).
oMaintaining, monitoring, and reconciling the budget for the Faculty’s Professional Expense Reimbursement (PER) program.
As well as reviewing and processing of professional and expense reimbursement claims for faculty members in the department / unit / faculty verifying the information is correct and ensuring Queen's policies and the PER program guidelines have been met.
The Financial Analyst serves as the main point of contact for the Faculty of Arts and Science’s PER program.
oReconciling the Faculty Office’s operating accounts and procurement card transactions detecting and correcting errors, and obtaining and storing adequate backup documentation to comply with University policies and procedures.
oCompleting the Faculty Office’s monthly bank reconciliation and preparing and reporting quarterly bank reconciliations to Financial Services.
oReviewing expense reimbursement (ERS) claims on behalf of staff members of the Faculty Office to help ensure compliance with University policies and procedures.
Assist with the preparation of progress reports and tracking the use of grant funding for major grants held by faculty members in the Faculty.
Provide administrative support to faculty members who hold grants that require coordination such as organizing travel, workshops or meetings.
Provide financial administrative support to Faculty Office management in the regular monitoring of their budgets.
Assist in the administration of the department / unit / faculty’s special projects. Duties may include researching and gathering data, organizing information into useable format, disseminating and communicating knowledge, ensuring ease of access to resources or services and liaising with appropriate individuals and groups.
Respond to inquiries and act as a financial resource for the Faculty, providing advice, information, feedback and support to staff, faculty and outside parties.
Use research to determine answers if necessary and / or redirect questions to the appropriate individual or department.
Assist with the Faculty’s budget load process including tracking, dissemination, and collection of budget kits to / from departmental units and performing financial analysis, where required.
Manage the tracking and reporting of the Faculty Office’s moveable IT-related assets and serve as the Faculty Office’s IT Administrator.
Provide backup support for the Faculty Office and departments, as required.
Perform other duties as assigned in support of the Faculty Office and departmental units within the Faculty.
REQUIRED QUALIFICATIONS :
Three-year post-secondary program in business administration or accounting
Several years of relevant experience working in a post-secondary education environment.
Demonstrated computers skills, specifically in Excel. Knowledge of and experience with PeopleSoft, acQuire, ERS, Millennium FAST, and Concur will be considered an asset.
Experience monitoring and reconciling financial statement, and financial reporting considered an asset.
Proven knowledge of accounting practices and principles.
Familiarity with a broad range of university policies and procedures.
Promotes diversity and inclusion in the workplace.
Satisfactory Criminal Records check required.
Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS :
Excellent written and oral communication and interpersonal skills in order to interact with a variety of individuals and to provide clear and accurate information in a professional and informative manner.
Strong analytical, interpretive and problem-solving skills.
Strong organizational and time management skills with an ability to manage conflicting priorities and work under pressure with numerous interruptions, ensuring deadlines and deliverables are met.
Ability to maintain composure in stressful situations.
Excellent computer skills. Proficiency with a variety of software applications (i.e. Word and Excel) and financial systems such as PeopleSoft, acQuire, Millennium FAST, and Concur.
Ability to learn new software packages and adapt to emerging technology.
Ability to work independently and as part of a team, and maintain a customer focused attitude.
Knowledge of university procedures, policies, regulations and bookkeeping / accounting practices. Ability to perform financial duties as required.
Sound judgment and sensitivity in maintaining strict confidentiality with materials, information and issues.
Results oriented, while working in a demanding work environment with multiple sources of work assignments, maintaining accuracy and ability to meet standards.
Proficiency in bookkeeping and accounting practices.
Excellent attention to detail and exceptional accuracy.
DECISION MAKING :
Prioritize work and time and decide which task is the most important among several to maintain deadlines.
Ability to make independent decisions on a daily basis to resolve issues related to financial transactions and accounts within established guidelines and determining when to refer issues to management.
Selects the best means to find needed information; determines the best course of action to ensure transactions are accounted for appropriately.
Decides when and how to apply university procedures and guidelines, and when to refer inconsistencies to the Director, Finance and Reporting.
Determine appropriate accounts to be charged and what documentation, account codes and budget allocations are required for processing cheque requisitions, travel and entertainment claims, professional expense claims and cost recovery.
Determine when, who and how to contact and collect data required. Determine data management and reporting requirements.
Make recommendations regarding office administrative procedures; suggest and help implement change.
Exercise appropriate level of judgment when making recommendations on various financial matters.