Accounting and Administrative Assistant

Job Responsibility: Accounting and Administrative Assistant 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.

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Job Summary Reporting to the Finance Lead Officer, and working closely with the Finance team of Canadian Cancer Trials Group (CCTG), the Accounting and Administrative Assistant is responsible for assigned accounting, administrative duties and administration of all travel related matters for the for Canadian Cancer Trials Group (CCTG). The incumbent is responsible for reconciliation of procurement card statements and processing financial transactions such as paying invoices and travel claims for CCTG members. The incumbent will also be the main contact within the group for all travel issues and liaise with an external travel agency in billing matters and 3rd party payments. The Accounting and Administrative Assistant provides administrative duties, including meeting coordination, scheduling, compiling, processing and disseminating information. The incumbent must function with an exceptional level of accuracy, confidentiality, judgment, and efficiency. The incumbent is expected to act with initiative, make decisions independently, work collectively within the Finance and CCTG teams. This position provides backup coverage for the Finance Administrator and carry out other tasks as required. KEY RESPONSIBILITIES:

• Prepare and process financial transactions related to invoice payments and reimbursements, p-card purchases, deposits , travel advances/expense reports, journal entries and month-end cost-recoveries.
• Reconcile travel and expense accounts on a monthly basis and maintain financial records, ensuring all transactions are compliant with university financial policies and procedures.
• Process VISA payments and reconcile VISA departmental procurement and travel card transactions.
• Review and process travel and expense claims to verify the information is correct and ensure compliance with Queen's University Financial Services policies.
• Provide guidance as main contact for internal/external travel and resolve any issues in regards to expense claims.
• Administer, monitor, and reconcile finances for special events or programs, as needed.
• Analyze and evaluate current travel practices and make recommendations to the Department Manager to streamline internal travel and accounting procedures.
• Stay apprised of Queen's University Financial Services procedural changes.
• Coordinate the enrolment of all new suppliers in the AcQuire system.
• Maintain financial and research project documents in compliance with internal CCTG SOPs.
• Troubleshoot financial issues by investigating, analyzing then following-up to resolve issues or by referring them to the Finance Lead Officer or CCTG Finance Team when necessary.
• Provide training around travel and administrative procedures and act as a backup to the Finance Administrator.
• Provide administrative support to Finance Manager, and Finance Team, by managing and aspects of their calendars and scheduling; responsible for preparing and distributing confidential correspondence and documents reports, file management and data gathering and compiling as required. This includes filing as required / as directed by the Finance Administrator.
• Provide communication, consultation, or advisory support. Act as first point of contact and resource person to the Finance Manager and Finance Team.
• Undertake other duties and special projects as assigned in support of the department.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary diploma in business administration, accounting/bookkeeping or related field, university degree preferred.
• Three years of previous work experience in administration and finance.
• Experience with PeopleSoft Finance and AcQuire is considered an asset.
• Experience with TRAQ research accounting packages is considered an asset.
• High degree of proficiency in Microsoft Office applications including: Excel and Word.
• Proficiency with a variety of software applications e.g., Word, Excel, PeopleSoft, AcQuire, TRAQ.
• Sound knowledge of bookkeeping financial accounting practices combined with an ability to synthesize and organize financial information.
• Knowledge of university structure and financial administrative systems is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS

• Superior analytical, interpretive and problem-solving skills with excellent attention to detail. Ability to recognize and address possible compliance issues.
• A high degree of initiative with the ability to work independently with minimal supervision, prioritize work and make decisions.
• Sound judgement with the ability to maintain strict confidentiality.
• Excellent written and oral communication and interpersonal skills to promote diversity and support inclusion at Queen's University.
• Demonstrated ability to work under pressure and manage time effectively in order to meet inflexible deadlines.
• Very good organization skills with the ability to juggle conflicting priorities while contending with numerous interruptions.
• Adaptability to respond to changing legislative, policy and/or procedures.
• Ability to work independently and as part of a team.

DECISION MAKING:

• Determine the application of HST tax and rebates.
• Make daily operational decisions and resolve problems within guidelines.
• Resolve issues related to financial transactions and accounts within established guidelines, determining when to refer issues to senior management.
• Prioritize time and decide what the most important task is among several with competing deadlines.
• Determine appropriate accounts to be charged and what documentation, account codes and budget allocations are required for financial transactions.
• Assess trends displayed in reports and highlight areas of interest or concern.
• Provide accurate information and advice, redirecting to more senior staff as required.
• Make decisions regarding the dissemination of various types of sensitive and/or confidential information. Determine when to refer issues to senior staff.
• Make recommendations regarding office administration procedures; suggest and help implement changes.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at Voir email sur ca.edajobs.com.

Skills Reference 411207