Financial Clerk

University of Guelph; Guelph; On-site; CAD 40,000 - 60,000; Full time

Job summary

A leading Canadian university in Guelph is seeking a Financial Clerk to manage departmental purchases, process claims, and provide clerical support. Candidates should have a college diploma, experience in purchasing/accounting, and strong communication skills. This position offers a dynamic work environment supporting academic operations in Chemistry.

Qualifications

• Two year college diploma; a Bachelor of Science degree is preferred.
• One year of related experience in purchasing and/or accounting.
• High level of diplomacy, tact, and judgment.

Responsibilities

• Manage all purchases and departmental operating expenditures.
• Process travel/expense claims and journal entries.
• Handle stock requisitions and reconcile monthly Procurement Card activity.

Job description

Overview

Location: Guelph, CA, N1G 2W1
Division: College of Engineering and Physical Sciences
Department: Chemistry
Position: Financial Clerk (USW Local 4120)

Requisition ID: 1775
Posting Date: 09/12/2025
Closing Date: 09/19/2025

This position is covered by the Collective Agreement with USW Local 4120. If you are a current employee of the University of Guelph you must apply on the internal Career Page to be considered as an internal applicant.

General Purpose: The Department of Chemistry is a central academic unit within the College of Engineering and Physical Sciences, currently comprising 18 faculty members, 15 regular full-time staff members, several temporary/contract staff, and over 60 graduate students. We also work with ~6,000 undergraduate students each year and provide a wide range of services to support these activities. The department has an annual operating budget of $6 million.

The Department of Chemistry seeks a Financial Clerk who will report to the Administrative Officer and be responsible for all clerical duties related to expenditures and follow-up on research accounts within the department.

Duties and Responsibilities

The incumbent will provide clerical support to the Administrative Officer in departmental operating expenditures. Specific duties include:

• Manage all purchases (LVPO, HVPO, systems contracts, Procurement Card, etc.).
• Process travel/expense claims, journal entries, invoicing external clients, and revenue remittance.
• Handle stock requisitions, prepare courier paperwork, and ensure documentation is filed with POs.
• Reconcile monthly Procurement Card activity.
• Place High Value Purchase Orders on iProcurement with appropriate quotes and supporting documentation per university procedures.
• Liaise with suppliers and Purchasing Services regarding special requests; advise on University-approved suppliers.
• Know and apply purchasing rules and guidelines.
• Prepare and enter journal entries to correct errors or adjust trust funds; prepare and bill Chemistry Stockroom supplies, Electronics Shop work, X-Ray Facility, and NMR to other units on campus.
• Assist with administration of the Cambridge Crystallographic Data Centre UK, Canadian Division for 30 site licenses across Canada.
• Book travel and accommodations as needed; prepare outbound courier paperwork; assist with special projects for the Administrative Officer.

Additional tasks may include providing support as needed for various department operations.

Requirements

• Two year college diploma; a Bachelor of Science degree is preferred.
• One year of related experience in purchasing and/or accounting; knowledge of currency exchange.
• Understanding of academic programs, university policies and procedures, and administrative systems is an asset.
• Knowledge of the Cambridge Crystallographic Data Centre UK, Canadian Division is an asset.
• High level of diplomacy, tact, and judgment; ability to multitask while maintaining high-quality work.
• Strong attention to detail, organizational skills, and ability to prioritize a challenging workload.
• Ability to work effectively both independently and as part of a team.
• Excellent oral and written communication skills.
• Preferred: understanding of accounting policies and procedures; intermediate-level MS Word, Excel, Access, Adobe Acrobat, and Office 365. Experience with university financial regulations and software is an asset.

Employee Type: Regular
Position Number: 10255021
Classification: USW, Local 4120
Salary: Band 3

USW Local 4120 Wage Grid

• Tentative evaluation; subject to final review.

EEO Statement: At the University of Guelph, fostering a culture of inclusion is an institutional imperative. Applications are invited from all qualified individuals, including groups traditionally underrepresented in employment, to contribute to diversification of our Institution.

Generic posting dates: Posting Date: 09/12/2025; Closing Date: 09/19/2025.