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 pay

Benefits package

Pension plan - Defined contribution

Vacation

Flexible workplace

Holiday closure

Summer hour schedule

Transit EPass discount

Job summary

Saint Mary's University is seeking a Financial Assistant in the Facilities Management department. The role reports to the Administrative Manager and involves reconciling invoices, maintaining ERP alignment, and preparing journal entries for utilities, revenue, and inventory.

Ideal candidates will have a two-year accounting-focused college credential, strong Excel skills, and the ability to work independently or in teams. Experience with SCT Banner is an asset; remote work is not specified.

Qualifications

• Two-year Community College, accounting concentration.
• Excellent written and oral communication.
• Able to work independently and collaboratively in teams.
• Strong customer service skills.

Responsibilities

• Reconciles vendor invoices to receiving reports and purchase orders using the operating system reports; prepares payment requests and follows up on discrepancies.
• Ensures retail operating system, e-commerce system and University ERP alignment; makes corrections as required.
• Prepares journal entries for utility payments, parking revenue and inventory transactions.
• Reviews monthly financial statements and reconciles results with retail system for gross margin.
• Investigates budget variances and prepares adjusting journal entries.
• Assists with annual budget submissions and forecasts using available systems.
• Prepares monthly utility reports for Facilities Management.
• Acts as key contact for suppliers for invoices and payment.
• Provides front desk coverage when the Secretary is absent.

Job description

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].