Financial Assistant
Duties and Responsibilities:
Reporting to the Manager, Administrative Finance and supervised by the Financial Officer, the Financial Assistant position works together to support Facilities Management and Planning (FMP) by completing various financial and administrative tasks in a timely and accurate fashion.
The Financial Assistants are responsible for the day-to-day functioning of the procurement and payment cycles for the department including issuing purchase orders, entering invoices, corresponding with external vendors, and issuing payment requests to central accounts payable.
The Financial Assistants review approximately 13,000 yearly work orders in an effective and efficient manner, creating the required chargeback reports, and post charges to the financial accounts of other departments. Other tasks include reconciling corporate card transactions and maintaining digital and physical filing systems.
To complete these tasks the Financial Assistants are provided with significant authority to view and post in FMP's financial accounts. Confidentiality and adherence to procedure is a strict requirement.
Qualifications:
The incumbent must possess the following qualifications:
• Sound knowledge of purchasing, inventory and order processing and payment procedures.
• Excellent oral and written communication and inter-personal skills. Excellent customer service skills are required to represent FMP in a professional manner.
• Strong knowledge of personal computer operation including fast and accurate data entry skills.
• A thorough knowledge of data base systems, word processing packages and spreadsheet software especially Microsoft Access, Microsoft Word and Microsoft Excel.
• Ability to work quickly and accurately under pressure and ability to multi-task, including strong time management skills.
• Ability to act independently and use initiative, showing resourcefulness and sound decision making ability, including the ability to effectively prioritise their work.
• Ability to conduct searches and locate data, compile and provide information.
• Attention to detail is essential for all aspects of the position.
• Experience with computerized maintenance management systems (i.e. Maximo) is an asset.
• Experience with accounting software systems such as FAST, Banner, and procurement software such as eShop.
• Sound knowledge of the University and departmental structure and regulations.
• Ability to exercise discretion and maintain confidentiality.
Education and Experience:
The above is normally acquired through the completion of:
• Two (2) years post secondary education, including courses in accounting, records management, procurement, and administration
• Minimum of three years related experience preferably in a maintenance or facility management environment with knowledge of computerized maintenance management system
HR Note:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.