Financial and Administrative Services Clerk Apply Online!

Reporting to the Director, Financial and Procurement Services, the Financial and Administrative Services Clerks are responsible for collection, analysis, distribution, maintenance and processing of financial documents/records. Clerks are responsible to ensure integrity of data that is submitted and processed in NOSM University’s ERP system and ensure accuracy of any resulting documentation. Clerks provide front line support and customer service to various internal and external stakeholders for finance related matters.

 

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

 

Responsibilities

Tasks may include but are not limited to the following:

Accounts Payable Operations

• Reviews and processes invoices and expense claims using NOSM University’s ERP system and other applications.
• Reviews and processes financial transactions within the appropriate fiscal year. Ensures cut-off compliance for external audit purposes.
• Manages a heavy volume of invoices and expense claims and ensures that all payments are made in a timely manner and in priority order.
• Works in NOSM University’s ERP system and other applications to ensure that detailed data is reviewed and entered accurately for invoices, purchase orders and all other expense forms (i.e. Request for Payments, Cheque Requisitions, Travel Expense Claims etc.).
• Manages the Finance and Accounts Payable e-mail accounts. Reviews incoming correspondence and determine the appropriate action and/or next steps to be taken. Disseminate and distribute documents for budget authorization and approval. Respond to or forward enquiries as required to the appropriate unit.
• Performs accounts payable functions including preparation, review and execution of payments for various clients (including staff, faculty, vendors, physicians, students, LEGs etc.) and resolves any related issues and/or inquiries. Additionally, performs accounts payable functions for external organizations following the policies of the related organizations.
• Reviews and processes stipendiary contract payments, batch payments, and performs any subsequent reconciliations.
• Reviews and maintains a list of recurring payments to prepare and process recurring vouchers.
• Examines and verifies source data to prepare and submit batch payments for University-wide expenditures and on behalf of other Units (i.e.: rent payment, community partner payments, cell phone payment).
• Tracks and follows up on outstanding payments to ensure the University does not incur penalties or late fees.
• Liaises with staff, faculty, learners, external stakeholders and vendors/suppliers for matters relating to payments or other finance-related requests.
• Reconciles payment remittances, sorts, and distributes accounts payable cheques after each cheque run.

Vendor/Supplier Management

• Collects, verifies, and inputs personal and corporate information (demographics, banking, etc.) from internal and external vendors for payment and tax purposes.
• Maintains and updates NOSM University’s ERP system and unit databases with relevant information as required.
• Using approved NOSM University standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.

Policy Compliance

• Ensures all invoices and claims are in compliance with NOSM University and BPS policies, procedures, and guidelines.
• Examines and verifies details and accuracy of incoming/returned data prior to payment processing and confirms or adjusts information as required. Data may include items such as budget codes, banking information, payment amounts, tax compliance, etc.
• Ensures adherence to the university’s signing authorizations and financial delegated authorities.

Process Improvement

• Participates in development and implementation of new or enhanced finance systems and processes.
• Conducts testing of NOSM University’s ERP system and other applications as needed (software updates, patching etc.). Documents test results and findings for review.
• Meets Unit objectives and the University’s strategic plan for good value and timely services.
• Communicates with staff, faculty & management to ensure awareness and compliance with internal policies and procedures.

Operational Support

• Creates and delivers educational programs, including system training and onboarding for new NOSM University staff members.
• Provides guidance and support to internal and external customers regarding the Financial Services unit functions, policies, and procedures.
• Prepares, edits and proofreads correspondence, reports, presentations, and other required training material and documentation for internal and external stakeholders.
• Maintains and updates the Financial Services section of the internal (SharePoint) or external websites as required.
• Creates and/or maintains procedure documentation/manuals for the tasks of the position.
• Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
• Performs other duties as assigned.

 

 

 

Qualifications

Education

• A College diploma in a related discipline (finance, administration, business) from a recognized college with Canadian accreditation is required.

 

Knowledge, Skills and Abilities

• Knowledge of financial information systems, finance reporting software, document management systems, and general bookkeeping systems
• Experience working with other software programs with formatting/utility capabilities of word processing (i.e., Microsoft Excel, Word, PowerPoint)
• Knowledge of various computer systems and software (Windows, databases, internet, Gmail, etc.)
• Experience with ERP and document imaging systems would be considered an asset.
• Experience in interpreting, explaining, and applying policies and procedures
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with keen attention to detail and accuracy.
• Resourceful and customer-service oriented.
• Strong organizational, time management, prioritization and accuracy skills with the ability to produce under pressure and tight deadlines.
• Demonstrated follow-up abilities.
• Self-starter, highly motivated, works well without constant supervision.
• Ability to embrace a continuous quality improvement philosophy and adapt to change.
• The ability to communicate effectively and express oneself clearly verbally, and in writing, and using a variety of media

 

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset