Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Financial Proc. Spec 5 (Gr6)
Job Title
Financial Processing Specialist 5 (Gr6)
Department
Finance Team | Dentistry Dean's Office | Faculty of Dentistry
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
September 24, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The UBC Faculty of Dentistry is a progressive, leading-edge dental school. The Faculty is comprised of the Doctor of Dental Medicine (DMD) program, Dental Hygiene Degree (DHD) program, several Graduate programs as well as two Post Graduate Residency programs.
The Financial Processing Specialist is responsible for the delivery of financial services in the fast paced and complex environment. The position is an expert with all financial transactions in the department, supporting the financial activities of the faculty, researchers, clinical practitioners, staff and students. The position ensures that all transactions processed by the department conform to University policy, guidelines, procedures and government regulations. The position also provides training and financial transactional recommendations to the faculty departments and clinical practitioners associated with the Post Graduate Residency programs. The Financial Processing Specialist must know how to critically identify issues and provide recommendations in a complex environment. This position deals with external agencies (CRA, Health Authorities) and health care providers in regards to contracts, clinical billings, external chargebacks and reimbursements.
Organizational Status
The position reports directly to the Finance Manager. Works under broad direction regarding financial activities and priorities. The position monitors the financial activities of all programs. The position is required to interact with faculty, clinical practitioners, researchers, staff and students regularly, to ensure financial activities are conducted effectively and efficiently. The position liaises regularly with individuals in Financial Services, Supply Management and other University departments as well as a number of external vendors/institutions.
Work Performed
- Responds to internal and external inquiries regarding various financial transactions and investigates and resolves irregularities.
- Reviews transactions and submissions for accuracy and policy compliance. Critically analyzes each scenario to ensure accurate and timely processing
- Provides training and support for faculty and staff on finance related policies and procedures. Identifies issues with current processes, and provides recommendations on efficiency and effectiveness of process improvement.
- Monitors and reconciles ledgers and follows up on discrepancies directly with management team.
- Prepares complex reports for management to review.
- Oversees faculty expenditures for community development and rotation accounts to ensure the expenditures adhere to UBC policies.
- Using FMS nQuery, and FMS Live, creates and maintains various financial spreadsheets, auditing and reporting according to requirements.
- Reviews all financial paper work to ensure appropriate supporting documentation is attached and proper signatures are obtained. Follows up with originating faculty and staff members when additional documents are required.
- Reviews Department over-expenditure accounts and resolves any deficits in research accounts
- Process journal vouchers, requisitions for payment, travel requisitions, travel advances, purchase requisitions and invoices directly into the FMS Live system. Ensures all documents are processed within the deadlines and according to the University and Faculty of Dentistry Policies and procedures ensuring no penalties would be charged. Prepares bank deposits, accruals and transfers.
- Monitors and analyzes rejected transactions for complex accounts and follows up directly with the authorizer to resolves errors in an efficient manner.
- Reviews source documents for purchase orders and transactions and submits to Payment & Procurement Services for processing.
- Collects and deposits clinic fees from Student Admissions, follows up on NSF cheques, reconciles receipts with FMS. Prepares tax receipts in OSCAR for the faculty s Clinic fees.
- Review transactions for Visa cards and OPT
- Assigns and modifies chartfields in the FMS. Sets up new project accounts for non-research funds.
- Clears balances and closes accounts when required.
- Processes payments for part-time clinical faculty.
- Custodian of petty cash funds for the Dean s Office or other units
- Reviews and updates purchase orders and keeps electronic records of POs
- May assist with the administration of cellular phone plans and equipment.
- Assists with monitoring and ordering of office supplies and equipment.
- Performs other related tasks as required.
Consequence of Error/Judgement
This position is required to exercise considerable tact, discretion and initiative in the performance of duties. Errors could result in significant financial and reputational losses. A high level of security and confidentiality is required in all financial transactions. Payment delays can result in poor relations with suppliers. Errors in the Financial Management System could result in inappropriate financial management decisions being made.
Supervision Received
Works independently under broad direction from the Finance Manager. Receives instructions from supervisor on the assignment of new duties and thereafter only on new and unusual problems. Technical problems and matters involving policy are referred to managers. Independent organization to achieve goals is expected.
Supervision Given
Assigns work to and trains work study students when required. Explains procedures to new or inexperienced staff.
Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
High School graduation. Certificate in Accounting or Payroll CPA Level 1 and4 years related experience or the equivalent combination of education and experience.Relevant UBC experience is preferred including UBC experience with FMS and financial procedures. FMS certification will be required. Ability to achieve and maintain UBC s FMS Certification. Ability to effectively use office software at an intermediate level (e.g., Outlook, MS Word, MS Excel) Ability to communicate effectively verbally and in writing. Ability to perform word processing at 50 words per minute. Ability to work effectively independently and in a team environment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to demonstrate initiative. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to maintain tact and discretion. Ability to work effectively with a diversity of people.Ability to resolve problems in an innovative manner.Ability to oversee complex financial processes.Ability to perform complex analyses.Ability to analyze and reconcile accounts.