Financial Assistant

Updated: 18 days ago
Job Type: FullTime
Deadline: 28/09/21; 28/09/2021

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.













Duties and Responsibilities:

Reporting directly to the Manager, Administrative Finance, the Financial Assistant supervises and provides direction to the Billing Clerk on day to day duties, reviews and approves billings for recoverable expenditures; reviews and processes orders for materials and contractor service work; reviews documentation for payment processing; maintains related filing system; updates the Main Stores inventory database; updates the blanket purchase order database; and performs other duties as assigned. Responsible for processing of purchase requisitions, cheque requisitions, invoices, eShop Requisitions, journal vouchers, cash receipts. Transactions must be valid with no discrepancies. Generates journal vouchers to correct posting errors. Works with managers to ensure contract renewals for services and maintenance are up-to-date in order to avoid financial loss and disruption to procurement requirements of the department.


The incumbent must possess the following qualifications:
• Sound knowledge of purchasing, inventory and order processing procedures
• Excellent oral communication and interpersonal skills, including the ability to negotiate with external customers and senior-level faculty and staff from various departments
• Strong knowledge of personal computer operation including fast and accurate data entry skills
• A thorough knowledge of database 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
• Ability to act independently and use initiative, showing resourcefulness and sound decision-making ability
• Strong accounting skills
• Ability to reconcile accounts and maintain an audit trail to enable credits to be obtained
• Excellent clerical skills including office organization and filing methods
• Good written communication skills
• Experience with computerized maintenance management systems (i.e. Maximo) is an asset
• Experience with accounting software systems such as FAST, Banner
• Sound knowledge of the University and departmental structure and regulations
• Excellent customer service skills are required to represent FMP in a professional manner

Education and Experience:

The above is normally acquired through the completion of:
• Completion of three (3) year post secondary education, including courses in accounting, procurement, and administration.
• Minimum of five (5) years related experience preferably in a maintenance or facility management environment with knowledge of computerized maintenance management system.

HR Note:

Carleton University and CUPE 2424 re currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

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.

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