Project Management Finance Coordinator

at  British Columbia Institute of Technology BCIT

BCIT’s Financial Services department is seeking a temporary, full-time (1.0 FTE) Project Management Finance Coordinator. This position administers and coordinates daily financial activities within the Project Management Accounting function. Streamlines processes for financial activities and supports periodic reporting of capital projects. Provides assistance for the maintenance of accounting functions within the project management framework.

QUALIFICATIONS:

Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education:

• Completion of Grade 12, plus completion of a two-year diploma in Business Administration, with a focus in Accounting or Finance.

Experience:

• Two years’ general experience plus up to four years of relevant experience in financial analysis, data reconciliation and reporting.

Software/Computer Application(s) and Expertise:

• Experienced with Microsoft Office, including advanced command of Excel.
• Demonstrated ability to effectively use financial reporting and project / budget management applications.
• Working knowledge of Windows operating systems.

Communication/Interpersonal Skills:

• Ability to communicate effectively both verbally and in writing.
• Ability to relate to others in a professional and efficient manner.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Able to work well independently with minimal supervision.
• Excellent project management skills. Ability to manage workflow and meet multiple tight deadlines.
• Outstanding attention to detail, accuracy, and quality of work.
• Strong problem-solving skills.

DUTIES AND RESPONSIBILITIES:

• Prepares and tracks cross-charges, processes purchase orders and change orders.
• Prepares general ledgers as required. Prepares various reports on invoices, purchase orders and change orders.
• Supports preparation of reports on a variety of Campus Planning and Facilities (CPF) capital projects.
• Initiates procurement requests, prepares and processes accruals at fiscal year-end.
• Enters data for invoices, purchase orders, change orders, and reconciles such documents. Ensures completeness and accuracy of data in accordance with project management framework.
• Communicates with Financial Services and provides support on account coding.
• Reviews purchase orders and change orders to ensure applicability and correct coding. Verifies appropriate backup provided.
• Obtains signatures for invoices and prepares daily invoice batches for Accounts Payable department.
• Enters web data on invoices, follows up with Corporate Services department as required. Monitors invoicing and reporting due dates, adhering to deadlines.
• Compiles and prepares financial reports and ensures that expenditures reported are in compliance with spending guidelines and generally accepted accounting principles (GAAP). Identifies under/over-expenditures, and recommends remediation.
• Provides support during annual and ad-hoc audits by compiling general ledger information and ensures accurate records are maintained. Provides analysis to identify/explain journal entries. Coordinates periodic financial reports as required by granting agencies.
• Performs periodic reconciliation of the general ledger, corporate card purchases, and capital expenditures.
• Acts as primary contact for payment reconciliation, payment inquires, purchase orders status and balances and change orders statuses
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade for this position.