Finance Assistant - Queens University

The Department of Family Medicine (DFM) delivers the largest post-graduate residency program in the Faculty of Health Sciences at Queen's University. This award-winning program is offered at four different training sites: Kingston and the 1000 Islands, Belleville-Quinte, Peterborough-Kawartha, and Queen's- Bowmanville-Oshawa-Lakeridge. It is home to the Centre for Studies in Primary Care. It operates the Queen's Family Health Team, an inter-professional health care centre serving the Kingston community. It also has a series of complex relationships with governmental, community and international partners and stakeholders.

Reporting to the Finance Manager and under the direction of the Finance Coordinator, the Financial Assistant assists with the financial duties in the department. This position is responsible for providing financial and general administrative support to the Business Office of the Department of Family Medicine. The Financial Assistant assists in the day to day financial and accounting functions, and helps prepare various financial reports and spreadsheets. The scope of this position as it relates to its financial duties encompasses more than 100 staff members, approximately 175 residents and more than 30 Faculty.

This position completes bookkeeping activities such as journal entries, accounts payable, invoicing, accounts receivable, and expense claim processing. This position monitors incoming invoices, reviews coding for accuracy and/or duplicates, and matches against purchase orders before data entry. This position also supports the implementation of changes to the expense reimbursement systems or procedures.

View full job description here.

What you will do

• Performs bookkeeping procedures such as journal entries, accounts payable and receivable, invoicing, requisitions, reconciliation, delinquent accounts follow-up, and cheque preparation.
• Processes purchase orders, T4As and other vendor payments.
• Monitors incoming invoices, reviews coding for accuracy, for duplicates, and matches against purchase orders before data entry.
• Resolves invoice discrepancies such as identifying and addressing errors made on payment requests submitted for processing.
• Maintains documentation regarding expense reimbursements, including training materials, standard operating procedures, correspondence, and website forms.
• Reviews travel claims, employee reimbursement, payment requests.
• Explains travel and expenses policies, processes, and procedures to faculty, staff and other approvers.
• Supports the implementation of changes to the expense reimbursement systems or procedures.
• Processes all wire payments to vendors in banking portals, provide documentation for approval and release of payments.
• Works with Strategic Procurement Services to resolve match exceptions.
• Processes all authorized non-salary-related payments to suppliers and individuals.
• Performs stop payments in system and reissue payments where required.
• Performs related administration duties, maintaining accurate files and record systems.
• Purchases and maintains office supplies.
• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.
• Consideration may be given to an equivalent combination of education and experience.