Accounting and Administrative Assistant

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We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

Reporting to the Finance Lead Officer, and working closely with the Finance team of Canadian Cancer Trials Group (CCTG), the Accounting and Administrative Assistant is responsible for assigned accounting, administrative duties and administration of all travel related matters for the CCTG. The incumbent is responsible for reconciliation of procurement card statements and processing financial transactions such as paying invoices and travel claims for CCTG members. The incumbent will also be the main contact within the group for all travel issues and liaise with an external travel agency in billing matters and 3rd party payments.

The Accounting and Administrative Assistant provides administrative duties, including meeting coordination, scheduling, compiling, processing and disseminating information. The incumbent must function with an exceptional level of accuracy, confidentiality, judgment, and efficiency. The incumbent is expected to act with initiative, make decisions independently, work collectively within the Finance and CCTG teams. This position provides backup coverage for the Finance Administrator and carries out other tasks as required.

Key Responsibilities

• Prepare and process financial transactions related to invoice payments and reimbursements, p-card purchases, deposits, travel advances/expense reports, journal entries and month-end cost-recoveries.
• Reconcile travel and expense accounts on a monthly basis and maintain financial records, ensuring all transactions are compliant with university financial policies and procedures.
• Process VISA payments and reconcile VISA departmental procurement and travel card transactions.
• Review and process travel and expense claims to verify the information is correct and ensure compliance with Queen’s University Financial Services policies.
• Provide guidance as main contact for internal/external travel and resolve any issues regarding expense claims.
• Administer, monitor, and reconcile finances for special events or programs, as needed.
• Analyze and evaluate current travel practices and make recommendations to streamline internal travel and accounting procedures.
• Stay apprised of Queen’s University Financial Services procedural changes.
• Coordinate the enrolment of all new suppliers in the AcQuire system.
• Maintain financial and research project documents in compliance with internal CCTG SOPs.
• Troubleshoot financial issues by investigating, analyzing, then following up to resolve issues or by referring them to the Finance Lead Officer or CCTG Finance Team when necessary.
• Provide training around travel and administrative procedures and act as a backup to the Finance Administrator.
• Provide administrative support to the Finance Manager and Finance Team, managing aspects of their calendars, preparing and distributing confidential correspondence and documents, file management and data gathering as required.
• Provide communication, consultation, or advisory support. Act as first point of contact and resource person to the Finance Manager and Finance Team.
• Undertake other duties and special projects as assigned in support of the department.

Required Qualifications

• Three-year post-secondary diploma in business administration, accounting/bookkeeping or related field, university degree preferred.
• Three years of previous work experience in administration and finance.
• Experience with PeopleSoft Finance and AcQuire is considered an asset.
• Experience with TRAQ research accounting packages is considered an asset.
• High degree of proficiency in Microsoft Office applications including Excel and Word.
• Sound knowledge of bookkeeping financial accounting practices combined with an ability to synthesize and organize financial information.
• Knowledge of university structure and financial administrative systems is an asset.

Special Skills

• Superior analytical, interpretive and problem-solving skills with excellent attention to detail.
• A high degree of initiative with the ability to work independently with minimal supervision.
• Sound judgement with the ability to maintain strict confidentiality.
• Excellent written and oral communication and interpersonal skills to promote diversity and support inclusion.
• Demonstrated ability to work under pressure and manage time effectively.

Decision Making

• Determine the application of HST tax and rebates.
• Make daily operational decisions and resolve problems within guidelines.
• Resolve issues related to financial transactions and accounts within established guidelines.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity.