Faculty/Department Financial Services Unit Financial Services-Financial Reporting Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Position Duties:
- Audit the U of R cardholder’s monthly Procurement Card statements for completeness, to ensure guidelines and procedures are followed and to investigate any potential theft or fraud.
- Manage the PCard email on a daily basis in order to deal with cardholder inquiries or PCard problems on a timely manner
- Send out reminder emails to late PCard expense report submitter upon the completion of PCard Statement Receiving on monthly basis.
- Report and communicate to Purchasing Card Administrator which includes the late PCard expense report submitter name list, split/over-limit transactions and any PCard related issues.
- Knowledge of the Research database to ensure that purchases on Purchasing Card comply with the policies and guidelines for Tri Agency funds.
- Maintaining a filing system for monthly cardholder PCard reports and monthly GST & PST self-assessing reports.
- Responsible for ordering goods and services on the Purchasing Card for Financial Service staff.
- Reconcile monthly PCard transactions online.
- Monitoring the daily bank reports (cheque checking, returned payment report, account exceptions and daily returns, and confirmation of issue report).
- Reviewing Invoice Selection reports daily
- Check User Approval (FOAUAPP) & Invoice Credit Memo List (FAIINVL)
- Send out the direct deposit email notification to vendors, reimbursement claimants, and U of R personnel for our Canadian banks.
- Download VPA (Visa Payable Automation), Purchasing Card and Ghost Card statements on monthly basis and send out to end users in Financial Services.
- Audit monthly PST and GST reports to verify and monitor that the payments to vendor accounts are processed correctly, adhere to government tax regulations and the University of Regina policies and procedures.
- Completing Journal Voucher entries for invoice and PCard corrections concerning wrong FOAPAL charged, PST self-assessing and GST self-assessing.
- Setup vendors in the VPA (Visa Payable Automation) portal. Monitor the VPA portal on a daily basis in order to avoid payment acceptance deadlines. Assist the vendors with accepting their payments on a timely basis.
- Reconciling the clearing account for VPA (Visa Payable Automation) payments on a monthly basis
- Cross train in the PCard Audit function in order to assist when needed.
- Respond to queries from University personnel and Provincial audit staff either verbally or in written form.
- Participate in the development, training and implementation of the computerized systems (Banner Upgrades) as related to Reimbursement Claims.
- Updating the Accounts Payable procedure manual and VPA manual.
- Compose correspondence associated with position
- Perform AH206 Boardroom booking.
- Checking fax email and forwarding to appropriate individuals, couriering, sorting/opening mail daily and distributing to appropriate individuals
- Process reimbursement claims, honorariums, refunds, petty cash, homestay payments, pension, liability, contract and other miscellaneous payment requests while ensuring proper approvals, documentation and reports are completed by established deadlines and in compliance with University policies & procedures and Tri-Agency Research grant policies
- Preparing Financial Services petty cash claim and reconciliation
- Preparing Y/E petty cash custodian letter and memo, along with tracking their return
- Print monthly POS reports for individuals in office
- Analyze credit card volumes and fees/discounts for the University.
- Responsible for setting up new individuals and vendors within the Banner system, ensuring all information including address, SIN#, birthdate and tax codes are setup correctly
- Responsible for scanning and indexing paid reimbursement claims, invoices and entered journal entries, as this relays information to the FAST database
- Ensure claimants’ are charging to the correct account.
- Verifying, processing and mailing accounts payable cheques and supporting documentation
- Complete the background investigation required to ensure a cheque has not been cashed, and then follow up by entering a stop payment on-line
- Process manual cheques and payroll replacement cheques as requested.
- Enter journal voucher entries into Banner.
- Contact employees/non-employees for direct deposit setup and ensure their information complies with University policy and guidelines prior to setup.
- Maintain data for mileage and fuel rebates from all expense claims and petty cash claims.
- Maintain filing system for MI documents, Homestay forms, and direct deposit request forms, etc
- Checking outstanding cheques at yearend, including w/o, stop payment and re-issuing cheques if required
- Cross train in the Reimbursement function in order to assist when needed.
- Backing up other Accounts Payable staff as needed or requested, including (but not limited to), certain wire transfer duties, processing other Direct Pay invoices such as courier, brokerage, FM invoices, utilities, etc., verifying that taxes charged on invoices are correct and ensuring vendor set up in payment system is correct for tax allocations, self-assessing taxes if required, following WCB procedurs as needed and verifying if vendors are up-to-date with WCB rules; and,
- Other clerical duties are needed or requested
Position Requirements
Position Requirements:
- Grade 12 supplemented by the successful completion of a two-year business course with an emphasis on accounting;
- 3 years’ directly related experience, preferably in a university environment. An equivalent combination of education, training, and experience may be considered;
- Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access), including excellent computer keyboarding skills;
- Demonstrated knowledge of Provincial Sales Tax and Goods and Services Tax as it relates to accounts payable;
- Knowledge of generally accepted accounting principles, procedures, and processes;
- Experience and knowledge in using an Enterprise Resource System for entering invoices and producing payments (ex. Ellucian Banner);
- Proven mathematical skills and aptitude with numbers;
- Experience in records management and tracking of information;
- Ability to maintain confidentiality of records and information;
- Ability to make administrative/procedural recommendations on sensitive and confidential issues;
- Excellent communication skills (phone, email, in-person) tactfulness, and a proven client service focus are essential;
- Attention to detail and accuracy is essential;
- Ability to work under pressure and meet deadlines is a must; and,
- Ability to establish and maintain effective working relationships.
Physical Demands
Computer monitor and keyboard use all day.
Pay Grade CUPE Phase 4 Salary Range $42,533.40 - $57,457.40 Annually Status Term Work Hours
8:00 AM to 4:30 PM
Duration (if Term/Temporary) 12 months (with the possibility of extension or becoming permanent) Full-Time/Part-Time Full Time Preference Posting Target Posting Not Targeted
Additional Information
Job Close Date
09/28/2023
Special Application Instructions
Applicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications.
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
Competition Number
20230678A/S
