09 Jan

Financial Processing Specialist Level Jobs Vacancy in University British Columbia Vancouver

Financial Processing Specialist Level
University British Columbia
Vancouver BC
09 Jan, 2018 30+ days ago

University British Columbia Vancouver urgently required following position for Financial Processing Specialist Level. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Financial Processing Specialist Level Jobs Vacancy in University British Columbia Vancouver Jobs Details:

Under general supervision of the Finance Manager, Gift Administration and the Financial Analyst, the position provides financial data entry to the UBC general ledger (FMS) and the UBC donations system (LINKS). This position is responsible for reconciliation of supporting documentation to the general ledger. This position processes financial transactions requiring a high degree of judgment and knowledge of more than 40 individual processes encompassing accounts payable, revenue deposits, journal vouchers, expense reimbursements and transfers of donation revenues to destinations across UBC. Responds to the majority of customer inquiries, produces official tax receipts and acknowledgement letters to donors, records pledges and updates information as required.

Organizational Status

Reports directly to the Finance Manager, Gift Administration.

Customers include all staff in the VP Development and Alumni Engagement portfolio, the VP External Relations portfolio, units on campus receiving donations as well as vendors or donors outside of UBC.

Work Performed

- Reviews the accuracy, calculation and completeness of information provided on travel requisitions, cheque requisitions, cash receipts, journal vouchers and donation remittance forms. Ensures proper authorization and backup documentation is obtained prior to processing in FMS and LINKS;
- Interprets and ensures adherence to specific policies with respect to PCI compliance, CRA receipting for charities, GAAP, UBC/DAE policies, procedures and guidelines and ensures that they are applied correctly;
- Liaises with internal customer departments and fundraisers to resolve errors or omissions. Assigns and modifies chartfield allocation in accordance with portfolio budget plan and portfolio permitted account codes. Assigns donation revenues according to pledge commitments where applicable;
- Reviews payments for applicability of GST, withholding tax, payroll taxes, FOI requirements and taxable benefits. Assesses the accuracy of GST and/or PST included on invoices and self assesses such taxes where necessary. Assesses, exchange rates and discounts;
- Reviews donation income for charitable tax receipt eligibility. Verifies accuracy of tax receipts for consistency and adherence to CRA regulations, with particular attention to complex gifts, foreign currency gifts, and gifts in kind;
- Reviews income for applicability of GST (vis a vis CRA rules for memberships, events etc);
- Uses detailed knowledge of the Financial Management System (FMS) and the Donations System (LINKS) to resolve errors in processing university-wide donation revenues;
- Prepares accruals and prepayments for the year-end financial statements;
- Ensures evidence of cash receipt prior to posting donations. Investigates and resolves discrepancies, for example, pledge target different from donor directed target. Researches appropriate PG for donations and verifies donor biographic information;
- Sets up new Donor Funds in LINKS as appropriate and prepares the mapping to General Ledger PGs across campus;
- Manages transactions with banks, particularly pre-authorized electronic fund transfers and credit card donations. Reviews data for accuracy prior to taking funds from donors, including reconciliation to control spreadsheet. (Banks and credit card payment providers include Beanstream, Moneris, Visa, Mastercard, American Express and HSBC.);
- Manages monthly payroll deductions for donations through liaison with Central Finance Payroll;
- For donation income, performs end to end transaction tracing through the two financial systems (from the LINKS system to FMS and vice versa);
- Verifies and prepares payments for invoices in foreign currency. Verifies and prepares official tax receipts for related organizations in foreign currency; UBC Foundation, UK Foundation, Hong Kong Foundation and UK Foundation;
- Advises fundraisers on bank details for receiving foreign donations via wire transfer;
- Performs data input of information to LINKS with respect to funds deposited in the faculties that are tax receiptable, including gifts in kind, with particular attention to avoidance of duplication;
- Verifies pledge acknowledgements and pledge reminder letters, liaising with fundraisers as required;
- Maintains accurate control logs for donation transactions and general ledger transactions. Maintains orderly filing to support financial transactions and accurate records;
- Through reconciliation of account statements, monitors, interprets and resolves errors that arise from data entry or incorrect information and makes corrections as required by preparing and inputting vouchers on adjustments;
- Participates in formulation and implementation of new DAE policies and work plans to meet departmental needs;
- Participates in analysis of procedures, and initiates or adapts procedures to meet unusual situations;
- Provides support to internal customers, on inquiries regarding policies or procedures, use of account codes, honoraria payments, overtime payments, pledge schedules etc;
- Responds to external customer inquiries, including vendors, regarding payment status, payment terms etc and donors regarding credit card expiry, pledge terms and tax receipts;
- Responds to emails from Portfolio Colleagues
- Deals with inquiries from donors in a professional manner and with respect for donor wishes at all time, whilst remaining within the bounds of government regulation for charities;
- Performs other duties and responsibilities related to the qualifications and requirements of the job to accommodate change and development in the office.

Supervision Received

Works under minimal supervision with administrative direction. Receives instructions and training from senior members of the Finance team.

Supervision Given


Consequence of Error/Judgement

Incorrect payments to vendors or incorrect donation tax receipts give rise to reputational risk for UBC. Incorrect destination targets could result in donor wishes not being adhered to and a direct impact on future fundraising. Incorrect application of university policies could create internal inequities.


High School graduation and CGA/CMA Level 2 or Payroll CPA Level 1. 4 years related experience or the equivalent combination of education and experience. Ability to plan work independently, complete work assigned and meet requirements without ongoing direction. Ability to effectively use Microsoft Office at an intermediate level(e.g., Outlook, MS Word, MS Excel). Knowledge of charitable tax laws an asset. Ability to communicate effectively and tactfully with others. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to communicate effectively verbally and in writing. Ability to work under pressure and prioritize to meet deadlines. Interpersonal and organizational skills. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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