Financial Assistant – Facilities Management (Bargaining Unit 179)

Saint Mary’s University; Halifax; On-site; CAD 43,000 - 51,000; Full time

Benefits offered by this job

Competitive compensation

Benefits package

Pension plan

Vacation

Flexible workplace

Holiday closure

Summer hour schedule

Transit pass discount

Job summary

Saint Mary’s University invites applications for a Financial Assistant in the Facilities Management team. The role focuses on accounts payable, journal entries, and budget support within an active university environment in Halifax.

Excellent Excel and MS Office skills are required, with at least two years of related accounting experience. The position offers competitive compensation, a comprehensive benefits package, a defined contribution pension plan, and a flexible workplace.

Qualifications

• High School completion plus two-year community college in accounting.
• Able to work independently and collaboratively in teams.
• Minimum two years related experience; retail accounting experience is a plus.
• Excellent written and oral communication, analytical and interpersonal skills.
• Proficient in MS Office, especially Excel.
• Ability to work virtually.

Responsibilities

• Reconciles vendor invoices to receiving reports and POs; prepares payment requests.
• Ensures alignment of retail OS, e-commerce, and ERP systems; corrects variances.
• Prepares journal entries for utilities, parking revenue, and cost of sales.
• Reconciles monthly financial statements and gross margin.
• Researches budget variances; prepares adjusting journal entries as needed.
• Assists with annual budget submissions and forecasting analyses.
• Prepares monthly utility reports for Facilities Management.
• Acts as key contact for suppliers on invoices and payments.
• Provides front desk coverage when secretary is absent.

Skills

Excel

MS Office

Communication

Analytical skills

Customer service

Virtual work

Education

Accounting-focused two-year college

Tools

SCT Banner

Retail ERP system

Job description

Date Posted: September 21st, 2026

Posting Deadline: October 5th, 2026

Department: Facilities Management

Type of Employment: Permanent, Full-Time

Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Financial Assistant to join our Facilities Management team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Discounted Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Administrative Manager, the Financial Assistant will:

• Reconciles vendor invoices to receiving reports and purchase orders using the operating system reports. Prepares payment requests and sends to Procure to Pay for processing. Follows up on discrepancies, as required.
• Ensures that the retail operating system, e-commerce system and University ERP system are in alignment as inventory and gross margin amounts can explain any variances. Make corrections in retail operating system as required.
• Prepares daily/weekly/monthly journal entries for review by Financial Reporting and Analysis to reflect utility payments, parking revenue and to reflect cost of sales and inventory transactions from retail operating systems.
• Reviews monthly financial statements in the University Reporting System and reconciles results to retail operating system for gross margin.
• Investigates and provides analysis on budget variances and exceptions to the Administrative Manager as required including preparation of adjusting journal entries as required to incorrect postings.
• Provides assistance to the Administrative Manager with completing the annual budget submissions as well as forecasts using available systems for trend analysis.
• Prepares monthly utility reports such as electricity, fuel, water and waste for Facilities Management Department.
• Acts as the key contact for suppliers for invoices and payment.
• Provides coverage to the front desk in the absence of the Secretary.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Financial Assistant you will have:

• High School completion plus completion of a two year Community College, concentration in accounting.
• Able to work independently and collaboratively in teams.
• Experience in SCT Banner considered an asset.
• Minimum two years related experience. Retail accounting experience would be an asset.
• Excellent written and oral communication, analytical and interpersonal skills.
• Proficient in MS Office, especially Excel.
• Strong customer service skills.
• Ability to work virtually.

At Saint Mary's University equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [e-mail].