Accounting and Office Administrator

Purpose:

Under the general direction of the Controller, the incumbent will be responsible for processing accounts payable and ensuring payments are made on time, supporting the accounting functions for food services and meal plans, including revenue reconciliations, HST reporting, and reconciling various general ledger accounts. The incumbent will also be responsible for providing administrative support to the Associate CAO, Finance and Revenue Services, the Controller, and the Finance and Payroll Office. The incumbent must ensure compliance with university policies and guidelines to ensure business transactions are aligned with generally accepted accounting principles. Other responsibilities include assisting with the year-end audit file preparation and clearing audit inquiries. 

The Accounting and Office Administrator works as a member of the financial services team, and as such will cover work assigned to the Financial Administrator position during overload situations and/or during periods of illness and vacation. This would include processing and distribution of invoices and Accounts Receivable Statements as well as preparing bank deposits and other Accounts Receivable responsibilities. The incumbent will also be responsible for data entry of general ledger transactions and assisting with the monthly responsibility mail-outs. The incumbent will also prepare and/or post general entries to the general ledger in the accounting system.

Qualifications Required:

Education
Advanced Diploma in Accounting, or Business Administration, and/or equivalent combination of education and experience

Experience

·         Minimum of four years’ working experience in an accounting office

·         Experience performing accounts payable functions in an organization with large volume of transactions.

·         Demonstrated experience with processing financial transactions, preparing financial reconciliations, analyses and recommendations.

·         Experience compiling, sorting and organizing financial data

·         Experience liaising and building relationships with internal and external stakeholders

·         Proficiency with Microsoft Dynamics is an asset.

·         Strong computer skills with a demonstrated working knowledge of Microsoft Excel and Word

·         Experience providing administrative support to senior-level administrators and finance and accounting office

Other

·         Excellent communication skills (verbal and written) and strong interpersonal skills

·         Strong organizational skills with the ability to multitask on varied duties, to prioritize effectively and work well under pressure

·         Ability to accurately interpret and apply guidelines, procedures and regulations in various situations

·         Ability to anticipate demands/pressures of assignments and adapt accordingly to meet critical deadlines

·         Demonstrated initiative, resourcefulness, tactfulness and self-motivation

·         Strong analytical and problem-solving skills

·         Meticulous and a strong team player

 DUTIES

Accounts Payable

·         Maintains the Vendor File by keeping track of the vendor name list, deleting old vendors, ensuring no duplicate vendors, and setting up new vendors including assigning vendor codes, names and addresses. Provides suggestions to the Controller for the vendor code setup and follows the setup procedure once it is established. Responds to all vendor inquiries. 

·         Entering the information into the accounting system for the accounts payable transactions.

·         Processes Accounts Payable invoices, payment requests, student refunds and Victoria and Emmanuel Bursaries and Scholarships, and decides the due date to ensure electronic and cheque payment is issued on time.

·         Processes foreign drafts.

·         Responsible for ensuring compliance with the policies and procedures. Review external policies and procedures such as U of T travel and hospitality guidelines and communicate any changes to the Controller and other affected departments.

·         Reviews monthly MasterCard statements for all corporate cardholders, obtains all the necessary backup and ensures it reconciles to the statement and that payment is processed before the due date.

·         Processes cancelled cheques as requested.

·         Answers inquiries from vendors and internal staff regarding payable invoices, payments

·         Responsible for verifying HST rebate amounts and determining if a self-assessment is required

·         Responsible for the printing and distribution of cheques

·         Supports revenue reconciliation for food services, including the reconciliations of deposit accounts.

·         Supports the financial administration of meal plans, including tracking usage and reporting.

·         Supports monthly HST reporting, including transactions from ancillary services.

·         Other duties as assigned.

Administrative Support

·         Provides administrative support to the Associate CAO, Finance and Revenue Services, Controller which includes, but not limited to, scheduling meetings, calendaring, tracking ad hoc requests, reporting timelines, etc.

·         Provides administrative support to the Finance and Payroll Office which includes, but not limited to, monitoring office supplies and equipment, submitting orders as needed, and filing.

·         Responsible for preparing monthly reconciliation of the clearing account for ancillary business services.

·         Responsible for the reconciliations of the deposit accounts for both the Bader and ancillary business services deposits.

·         Responsible for reviewing night audit packages and for the reconciliation of the clearing account. Responsible for reconciling the Office of the Dean of Students Clearing account. 

·         Responsible for assisting with the preparation of year-end audit files and assisting with clearing audit inquiries.

·         Performs backup duties for cash receipts batch preparation and Brinks bag

·         Responsible for administering the Finance office’s petty cash.

·         Prepares and/or post general entries to the general ledger in the accounting system.

·         Other duties as assigned.