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Departmental and Financial Assistant

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Competition Number: J1021-0830
Position Title: Departmental and Financial Assistant
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: Economics
Location: Kingston, Ontario, Canada
Salary: $43,292.00/Year
Grade: 05
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: November 17, 2021
Closing Date: December 1, 2021

COVID 19 On-Campus Requirements

The Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.

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 Department Manager, the Departmental and Financial Assistant is responsible for providing financial and general administrative support to the Department Manager within the Department of Economics. The Departmental and Financial Assistant processes day-to-day financial transactions, assists with monitoring and reconciling departmental accounts and departmental procurement card. This position is the first point-of-contact for the department, providing in-person, telephone, and email support, providing general information, directing queries to appropriate individuals, and performs general office administration duties, including reception-related tasks.

Job Description

KEY RESPONSIBILITIES:
Financial Support
• Prepare and process all financial transactions adhering to University financial policies, procedures, and guidelines, and verify information is correct, including purchasing, ordering office supplies, payment and preparation of invoices, cheque requisitions, journal entries, deposits and assisting faculty and staff with professional and travel expense reimbursement claims.
• Provide support to faculty members’ research. This includes monitoring research funds and research finances, reconciling monthly statements for the researcher, assisting with the preparation of research grant applications to federal government agencies, and preparing appropriate forms for submission and approval to University Research Services.
• Assist the Department Manager with annual budget preparation, allocation, management and budget forecasts. This involves collection and preparation of financial spreadsheets and monthly reports.
• Prepare account reconciliations and analyses monthly or as required by management, including monthly transactions detail reports, and Statement of Operations of all departmental accounts.
• Organize and maintain the electronic storage system of financial records for all transactions. This includes gathering and organizing data and preparing background information, allowing for efficient access when required.
• Administers departmental accounts including Accounts Payable and Accounts Receivable, operating, research, non-credit, and trust and endowment funds. Monitors, reconciles, audits accounts, allocates funds, ensuring compliance with University financial policies and procedures.
• Work closely with Financial Services, other University departments and suppliers to resolve problems such as payment or invoice issues.

Administrative Support
• Respond to email, phone, and in-person inquiries and redirect questions to the appropriate individual or department as required. Act as resource or first point of contact person for the unit, providing advice, information, feedback and support to staff, faculty, students and outside parties. Gather information, utilize resources and carry out any research that may be required to bring the matter to a successful resolution; follows‐up as required and escalates issue when necessary.
• Perform general administrative duties for the department including distributing daily mail, maintaining bulletin board material; maintaining and updating Department contact lists, directories, signage, class lists; reporting and tracking all Fix‐It inquiries and correspondence, initiating and drafting sensitive correspondence, manage and track room bookings, ensuring department classrooms, TA and Adjunct offices are in order for users and creating and managing punch codes for the photocopiers.
• Attend all Department meetings, record minutes, prepare and distribute the Department’s Agendas, Minutes, and compile accompanying materials for upcoming department and committee meetings as required.
• Assist the Department Manager with coordinating furniture and ordering office supplies: manage the inventory of office supplies for the department and ensure departmental office equipment and photocopier is maintained in good working order.
• Assist the Department Manager with space allocation management, renovation and building management as required. Duties may include contacting Facilities and other internal stakeholders, managing the key inventory and distribution system and acting as the liaison between management and preferred suppliers.
• Act as back up departmental timekeeper, for casual payroll, also reporting vacation and sick time for regular staff and postdoctoral fellows.
• Act as the back up Departmental Health and Safety Representative; provide assistance with the safety training for new staff; maintain Safety Board.
• Act as back up to departmental IT Representative, which includes requesting email; Net ID, OnQ access and updates to webpage. Also responsible for assisting with the installation of new hardware, software or requesting the help of IT Services when needed.
• Suggest and participate in implementing revisions to administrative procedures and staff policies.
• Provide backup support for various workshops and conferences when needed. Duties may include processing honorariums or travel reimbursements, venue and equipment bookings, communications support, ordering food, booking travel arrangements, acting as key point of contact with appropriate units on campus (i.e. Events Services) and overall organizing logistics.
• Provide backup support to other administrative staff within the department during absences or peak periods.
• Promotes diversity and inclusion in the workplace.
• Undertake other duties as delegated in support of the department’s goals.

REQUIRED QUALIFICATIONS:
• Two-year post-secondary diploma in business administration, accounting/bookkeeping, or a related field.
• Previous relevant administration experience (2-3 years) in office/service or university environment required.
• Comprehensive knowledge of Microsoft Office (Word, Excel, Access, PowerPoint) and web navigation, including mastery of Word processing software and excellent level of proficiency with spreadsheet and database programs.
• Working knowledge of university structure, policies and procedures, including familiarity with PeopleSoft Finance and other University administrative systems (e.g. AcQuire, FAST and Expense Reimbursement System (ERS)) is considered an asset.
• Knowledge, training and experience in bookkeeping or accounting and financial practices, budget monitoring and services (public or private) considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Attention to detail and high level of accuracy in financial and administrative reporting, data entry, with the ability to identify data errors and initiate correction.
• Interpersonal and communication skills (both verbal and written) to interact with a wide variety of individuals in a professional manner, and to provide clear and accurate information.
• Ability to take initiative, work independently, and flexibility to share workload, and work well in a team environment.
• Organizational and time-management skills, with an ability to maintain focus, juggle conflicting priorities, meet deadlines and work under pressure with tight timelines and frequent interruptions.
• Ability to trouble shoot office equipment problems and willingness to learn computer programs, systems and software, and apply new technologies.
• Discretion in handling confidential financial information.
• Demonstrated aptitude for problem solving, enhancing efficiencies, synthesize and organize financial information. Ability to understand, interpret, and apply financial policies and practices.
• Commitment to equity, diversity, inclusion and developing intercultural competence. Skill in interacting with persons of diverse backgrounds.

DECISION MAKING:
• Prioritize own work and organize time to decide what the most important task is among several to ensure deadlines and deliverables are met.
• Identify appropriate funds, accounts and projects to be charged, and what documentation is required for financial transactions. Resolve problems or issues related to financial transactions, accounts and projects within the established guidelines, referring issues and inconsistencies to the Department Manager as appropriate.
• Monitor budgets for specified events to ensure they are not overspent, involving others as required.
• Provide information to students, researchers, staff, and others who require assistance or information. Determine best way to present answers and decide whether questions should be redirected to others, providing follow‐up as necessary, and ensuring matters are handled to successful completion.
• Determine how to resolve discrepancies and when to involve the Department Manager.
• Determine best way to provide outside access to service or resources of the department, and ensure others are aware of departmental functions and projects.
• Assess and answer inquiries and screen calls in most efficient and effective manner for members of the department. Provide reasonable answer or a means to find an answer and determine where to refer callers/visitors to ensure the inquiry is handled promptly. Redirect to more senior staff or other individuals as required.
• Determine the need and quantity for all office supply orders.
• Recommend changes to established office administrative procedures, and help implement activities that enhance the Department’s function within the University.

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 applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

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