UBC Staff Jobs – Financial Processing Specialist

Job Description:

Under general supervision of the Assistant Finance Manager, Gift Administration, 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.

Job Responsibilities:

• 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;

Job Requirements:

• High School graduation. Certificate in Accounting or Payroll CPA Level 1 and 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.

Job Details:

Company: The University of British Columbia

Vacancy Type: Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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