Expense Specialist at University of British Columbia

Job Details

Job type

Full-time

Full Job Description

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Financial Proc. Spec 4 (Gr5)

Job Title

Expense Specialist

Department

Expense Services | Finance | Faculty of Arts

Compensation Range

Posting End Date

September 15, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job Summary

The Arts Service Centre’s financial structure is service oriented and provides financial, budgetary, and reporting services to all units within the Faculty of Arts.

The Expense Specialists, working in a team setting, will process complex financial documents including preparing, reviewing, and initiating expense reports, expenditure, and receivable transactions. This role will have a portfolio of units from within the Faculty of Arts and will often be the first point of contact for department Administrators, Faculty, and Staff with accounts payable needs. Provides guidance and information on various Faculty of Arts, UBC, and granting agency policies to faculty, staff, and researchers and ensures they are correctly applied. This role is responsible for the entry of transactions directly into Workday. The Expense Specialist is expected to provide excellent customer service and maintain a detailed understanding of their client department’s budget and finances. Ensures that assigned work is accomplished in a timely fashion and that deadlines and service agreements are met.

Organizational Status

The Expense Specialist reports to the Manager, Expense Services. Each Arts Service Centre Expense Specialist supports a portfolio comprised of Departments, Institutes, Schools, Centres, Interdisciplinary Programs, and Academic Service Units. The Faculty consists of 16 Departments, 6 Schools, 4 Institutes, Museum of Anthropology, Belkin Art Gallery, Chan Centre for the Performing Arts, and various Programs. They work collaboratively with all members of the Arts Service Centre and Financial Operations.

Work Performed

• Prepares and processes complex financial documents related to accounts payable or revenue accounting. Requires verification of account worktag & spend category coding, signing authorities, appropriateness of expenditures, and adherence to University policies and generally accepted accounting principles. Documents include: expense reports, non-PO invoices, spend authorizations, domestic and international travel claims, and cash receipts.

• Investigates and resolve errors and discrepancies in financial data for faculty and staff within their portfolio.

• Interprets and ensures adherence to specific UBC policies, Faculty of Arts policies, Tri-council, and other Research Grant policies.

• Reconciles, monitors, and investigates and resolves errors and discrepancies on various Worktags (Programs, Grants, Gifts, and Projects) as well as petty cash and UBC VISA; taking appropriate corrective actions and following up on outstanding items.

• Responds to queries from Departments, Institutes, Schools, and Centres, interprets and accurately communicates written policies and procedures.

• Reviews funding availability on research grants and follows up if insufficient funding with units.

• Assesses the accuracy of GST, PST, and/or HST on invoices and self-assesses such taxes where necessary.

• Creates Purchase Requisitions for the issuance of a Purchase Order. Prepares HR Fast Track Assessment Forms for payments made to independent contractors.
• Creates Suppliers for the Departments as necessary.

• Prepares, maintains, and distributes financial reports, ledgers, Statements of Accounts (Form 300s), and summaries as required.

• Participates in the year-end processes and prepare budget variance reports, analysis, and financial statements

• Develops expertise in Workday HR business processes.

• Participates actively in requirements sessions and design/test sessions for new systems development and roll-out. Trains and supports others in the use of new systems, especially during major roll-outs.

• Provides input for Arts finance policies and procedures, drafts routine correspondence or basic training material, and provides input on the development of training material.

• Responsible for the file management and/or archiving of all accounting documentation required to be kept by the Finance Unit; or responsible for returning it as needed to the originating departments.

• Perform all other related duties.

Consequence of Error/Judgement

This position is required to exercise considerable tact, discretion, and initiative in the performance of duties. Errors in judgement and poor customer services will result in significant financial and reputational losses. A high level of security and confidentiality is required in all financial transactions. Payment delays can result in poor relations with supplies/vendors. Errors in Workday could result in inappropriate financial management decisions.

Supervision Received

Reports to the Manager, Expense Services. Receives day-to-day direction from Coordinator, Expense Services. May be supervised for specific tasks by the Finance Manager.

Supervision Given

May explain work procedures to new or inexperienced staff as well as student workers.

Minimum Qualifications

High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.

Preferred Qualifications

Experience with ERP systems preferred. Demonstrated knowledge or and ability to apply generally accepted accounting principles. Knowledge of Canadian tax laws an asset. Ability to exercise tact, good judgment, and initiative in decision-making and problem-solving. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively use word processing, spreadsheet, and database applications at an intermediate level (Word, Excel). Effective oral and written communication, interpersonal, planning, and organizational skills. Ability to work effectively under pressure and manage multiple tasks and priorities. Ability to work effectively independently and in a team environment. Ability to provide quality service to customers in a courteous, respectful, and patient manner. Ability to research transaction details through financial computer systems and paperwork. Ability to analyze problems, identify key information and issues, and effectively resolve.