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Accounting & Data Specialist

Date: December, 2015
Reports to (Job Title): Manager, Housing Finance
Jobs Reporting (Job Titles): None
Department: Housing & Residences

Location:

Main Campus

Grade:

USG 7
35 hr/wk


Primary Purpose

The Housing Accounting & Data Specialist will assist the Manager, Housing Finance to provide administrative and financial support within the housing department while ensuring all financial activities follow proper accounting practices and conform to both University policies and procedures and government requirements. This position also acts as a liaison between Housing staff and various University departments across campus.

Key Accountabilities:

1.

Bookkeeping – Accurately prepare and process accounting transactions based on the Housing departments’ business functions and working in coordination with corporate finance and their policies and procedures.

 

  • Collect and apply funds to correct accounts and generate corresponding transaction records for corporate finance to process.
  • Provide financial tools and guidance to housing business units to ensure correct account classification is used for all invoicing.
  • Track delinquent accounts and follow up with students to secure monies owed while adhering to student housing contracts and internal policies.
  • Verify, analyze and reconcile internal housing system accounts with corporate finance transactions and balances on a monthly, quarterly and yearly basis.
  • Perform inventory counts throughout the year and make necessary adjustments to maintain balance with the finance system.
  • Maintain appropriate levels of funds on-hand for cash transactions.

 

2. 

Financial Reporting & Data Analysis – Working in a variety of systems using multiple tools to analyze information and create financial reports on a monthly or ad-hoc basis.  Investigate issues and recommend actions to resolve discrepancies.

 

  • Extract, examine and mold data sets to create custom financial reports designed for individual business units.
  • Review and analyse historical financial information and create summary reports for housing management.  Based on input and decisions, housing department guidelines, and guidance from the housing finance manager, create multi-year budget forecasts.
  • Analyze and apply historical trends to forecast and predict future outcomes.
  • Cost benefit analysis to assist management’s strategic planning process.
  • Compile and maintain data and statistics as it relates to housing key performance indicators.
  • Review outstanding purchase order encumbrances and thoroughly investigate and follow through to payment and completion.

 

3. 

Customer Relationships – Interacting with students, university departments and housing business units to resolve any outstanding financial issues and questions.

 

  • Aid housing staff to resolve issues with submissions to finance such as invoices, travel claims, and request for payments.
  • Maintain and document policies and procedures for finance related items within the housing department. 
  • Assist finance manager to create and revise presentations.
  • Communicate with others in order to provide or obtain information related to housing finance.

 

4. 

Record Keeping - Maintain and organize records, files, reports and tools including both electronic and physical document management for the Housing department. Update the housing finance SharePoint site as necessary.

 

5. 

Other administrative duties and projects as required.

 

Position Requirements

Education:

Post-secondary education with a focus in accounting and software applications.

Experience:

3-5 Years of in-depth bookkeeping experience in a fast-paced environment.  Key competencies include accuracy and attention to detail, proven analytical and problem solving skills, and strong interpersonal, customer service, organizational and communication skills. 

 

Technical:         

Intermediate to Advanced Excel skills with a high proficiency in SharePoint and all other Microsoft office applications. Accounting software and ERP system knowledge an asset, as is previous Prezi experience.  Previous experience with all aspects of Housing Management Enterprise (HoME) financial module an asset.

Technical:

MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Communicates with team members to ensure efficient workflow and timely completion of tasks.  Keeps Finance manager up to date regarding status of workflow and any issues requiring/under investigation.  Communicates internally with corporate finance and various staff across campus to obtain information, answer inquiries, or to resolve finance related issues.  When troubleshooting issues, work with contacts from affected areas to identify problems and come up with recommendations.  Communicates externally with vendors and other institutions as required.

Level of Responsibility:

This position is responsible for performing finance and administrative functions for the housing department in a timely and accurate fashion.  Must provide guidance and support to housing staff on finance issues as required.  Must be able to work independently and prioritize work flow.

Decision-Making Authority:

Responds to questions with answers that are known and escalates all other inquiries.

Physical and Sensory Demands:

Moderate demands typical of a finance role operating within an office environment. Some lifting required related to filing of documents and boxes.  High concentration required when performing data entry and analysis.

Working Environment:

Minimal exposure to disagreeable conditions typical of a normal office environment. There will be a requirement to travel on campus when necessary. May be required to work additional hours during peak times and at year-end.