Finance Administrative Assistant

at  Queens University

ABOUT QUEEN’S UNIVERSITY

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
Come work with us!

JOB SUMMARY

The Faculty of Law is nationally and internationally recognized as a leading law school, with a distinguished record of outstanding teaching and research, and a high level of faculty, staff, and student engagement. Reporting to the Director of Finance, the Finance Administrative Assistant is responsible for providing financial and administrative support to the Faculty of Law through the day-to-day administration of finance processes. This includes, but is not limited to, preparing and processing accounts payable and receivable transactions: purchase orders, invoices, expense reimbursements, deposits, and credit card reconciliations, and assisting with projects as assigned. The Faculty of Law seeks an innovative, motivated and skilled individual for this position. The ideal candidate will have knowledge of accounting and bookkeeping principles, demonstrated experience using financial tracking and reporting systems, strong organizational and communication skills, and attention to detail. If you are interested in this position, we encourage you to apply.
This position performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and/or reconciliations. This position performs fund allocation to the appropriate budget line items/chartfield. This position also prepares and processes casual contract payroll requests, temporary employment contracts, vacation entries, and time-sheet reporting.

REQUIRED EDUCATION

• Two-Year Community College Diploma.
  o in accounting preferred or
  o in finance preferred.

REQUIRED EXPERIENCE

• More than 1 year and up to and including 2 years of experience.
  o Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
  o Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial
  reporting, etc.).
  o Experience with accounting practices considered an asset (e.g., general ledger, cash payments/collections, tax transactions,
  balance sheets, management reporting, cost accounting/budgeting and/or accounts payable/receivables, etc.).
  o Experience working with diverse populations/equity deserving groups considered an asset.
  o Experience working in a comparable client-focused environment considered an asset
  o Experience working at a post-secondary education institution considered an asset.
  Consideration may be given to an equivalent combination of education and experience.

JOB KNOWLEDGE AND REQUIREMENTS

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manner so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

• Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and/or reconciliations.
• Performs accounting duties to support department activities.
• Performs fund allocation to the appropriate budget line items/chartfield.
• Prepares and processes casual contract payroll requests, temporary employment contracts, vacation entries, and time-sheet reporting.
• Generates accounting reports to support the operations.
• Provides guidance on financial rules and policies relevant to research grants and contracts.
• Provides guidance on faculty members, students, and other support staff on the expense reimbursement process.
• Performs clerical duties, including preparing correspondence and distribution of departmental mail.
• Assists with budget preparation activities and generates financial summaries and reports.
• Other duties as required in support of the department and/or unit.