Accountant Assistant

University of Rochester•Hamilton, ON

4d•Onsite

About The Position

The Accounting Assistant position is a member of the Student Activities team and will represent the department on committees, attend departmental meetings, will assist with community building programs and is responsible for accounting/bookkeeper duties for the Student Activities Finance team. This position must exercise the ability to manage multiple priorities using strong problem-solving abilities, follow written procedures and interpret/adjust for variations using independent judgment and self-directed action. Organization, as well as understanding and execution of situation-appropriate workload prioritization are required for success in this position. This position requires the ability to communicate on a professional level with faculty, staff, students, and other departmental personnel from diverse backgrounds, as well as the ability to work independently and as part of an experienced, and highly effective team.

Requirements

Ability to manage multiple priorities using strong problem-solving abilities.
Ability to follow written procedures and interpret/adjust for variations using independent judgment and self-directed action.
Organization, as well as understanding and execution of situation-appropriate workload prioritization are required for success in this position.
Ability to communicate on a professional level with faculty, staff, students, and other departmental personnel from diverse backgrounds.
Ability to work independently and as part of an experienced, and highly effective team.
Acts as a Purchasing Card holder. Responsibilities include staying up to date on all policies related to the use of the P-Card and processing transactions as requested.
Retrieves back-up documentation, reconciles and analyzes department ledger accounts to confirm completeness and accuracy of data; examines accounting documents to determine that transactions are properly supported in accordance with University policy and procedures.
When appropriate, retrieves missing back-up documentation and initiates corrective action or recommends solutions.
Prepares and delivers weekly deposits to the bank and bursars office, as needed.
Assists the Student Activities Graphic Designer and two Student Organizations (WRUR and Campus Times) with Accounts Receivable and Accounts Payable.
Assists the Student Activity Graphic Designer with design requests, by assisting in responding to inquiries and tracking the status of the projects as needed.
Meets regularly with Graphic Designer to receive updates on project status.
Assists the Student Activity Graphic Designer with giveaway and supply inventory management.
Prepares and approves paperwork for Student Organizations that have successfully completed the Group Travel process.
Attends staff meetings, Student Employment meetings, Finance team meetings, and other meetings as needed.
Assists with Departmental Programs and events, as needed.
Provides daily Administrative Support to the Manager of Finance and Administration including but not limited to preparing training materials for Student Organizations, maintaining copy card, gift allocation, and student organization FAO databases.
Ad hoc tasks and projects as needed
Acts as point of contact for the Student Organization Resource/Supply Closet ordering; re-ordering supplies and maintaining a database of inventory as needed.
Meets with Campus Times Student Publisher and with Campus Times Leadership, as needed.
Manages contractual obligations with Advertisers and advises the Campus Times publisher regarding Advertiser relationship/obligations, as needed.
Maintains and updates database with existing and new contractual obligations.
Updates contract and rate sheets annually.
Assist WRUR radio station contractual obligations, as needed.
Other duties as assigned.

Nice To Haves

Acts as the primary Point of Contact for Student Organization transaction and policy related questions.
Assists Student Staff with Online Order Appointments, when needed.
Anticipates and orders the materials and office supplies needed to adequately run the SOFO office
With minimal guidance, ensures that the Student Organization Finance Office employee schedule is up to date and posted.
Co-Supervises SOFO Student Staff including compiling new hire applications for review, assisting with training, and tracking day-to-day attendance.
Assists in collecting data for the Student Organization Annual Report.
Acts as a back-up for the Departmental Accountant, as needed.
Monitors Credit Card Statements and retrieves appropriate back up on a monthly basis.
Performs data entry in University systems, such as Workday and URGEMS (encumbrance accounting system), as well as specific computer programs, including QuickBooks and Workday.
Processes payments for purchases and invoices using standard forms, including requisitions, purchase orders, and other University Procurement payment methods.
Processes payments for purchases and invoices using QuickBooks by reviewing check requests submitted to the SOFO office and issues checks twice per week.
Acts as a Purchasing Card holder. Responsibilities include staying up to date on all policies related to the use of the P-Card and processing transactions as requested.
Retrieves back-up documentation, reconciles and analyzes department ledger accounts to confirm completeness and accuracy of data; examines accounting documents to determine that transactions are properly supported in accordance with University policy and procedures.
When appropriate, retrieves missing back-up documentation and initiates corrective action or recommends solutions.
Prepares and delivers weekly deposits to the bank and bursars office, as needed.
Assists the Student Activities Graphic Designer and two Student Organizations (WRUR and Campus Times) with Accounts Receivable and Accounts Payable.
Assists the Student Activity Graphic Designer with design requests, by assisting in responding to inquiries and tracking the status of the projects as needed.
Meets regularly with Graphic Designer to receive updates on project status.
Assists the Student Activity Graphic Designer with giveaway and supply inventory management.
Prepares and approves paperwork for Student Organizations that have successfully completed the Group Travel process.
Attends staff meetings, Student Employment meetings, Finance team meetings, and other meetings as needed.
Assists with Departmental Programs and events, as needed.
Provides daily Administrative Support to the Manager of Finance and Administration including but not limited to preparing training materials for Student Organizations, maintaining copy card, gift allocation, and student organization FAO databases.
Ad hoc tasks and projects as needed
Acts as point of contact for the Student Organization Resource/Supply Closet ordering; re-ordering supplies and maintaining a database of inventory as needed.
Meets with Campus Times Student Publisher and with Campus Times Leadership, as needed.
Manages contractual obligations with Advertisers and advises the Campus Times publisher regarding Advertiser relationship/obligations, as needed.
Maintains and updates database with existing and new contractual obligations.
Updates contract and rate sheets annually.
Assist WRUR radio station contractual obligations, as needed.
Other duties as assigned.

Responsibilities

Acts as the primary Point of Contact for Student Organization transaction and policy related questions.
Assists Student Staff with Online Order Appointments, when needed.
Anticipates and orders the materials and office supplies needed to adequately run the SOFO office
With minimal guidance, ensures that the Student Organization Finance Office employee schedule is up to date and posted.
Co-Supervises SOFO Student Staff including compiling new hire applications for review, assisting with training, and tracking day-to-day attendance.
Assists in collecting data for the Student Organization Annual Report.
Acts as a back-up for the Departmental Accountant, as needed.
Monitors Credit Card Statements and retrieves appropriate back up on a monthly basis.
Performs data entry in University systems, such as Workday and URGEMS (encumbrance accounting system), as well as specific computer programs, including QuickBooks and Workday.
Processes payments for purchases and invoices using standard forms, including requisitions, purchase orders, and other University Procurement payment methods.
Processes payments for purchases and invoices using QuickBooks by reviewing check requests submitted to the SOFO office and issues checks twice per week.
Acts as a Purchasing Card holder. Responsibilities include staying up to date on all policies related to the use of the P-Card and processing transactions as requested.
Retrieves back-up documentation, reconciles and analyzes department ledger accounts to confirm completeness and accuracy of data; examines accounting documents to determine that transactions are properly supported in accordance with University policy and procedures.
When appropriate, retrieves missing back-up documentation and initiates corrective action or recommends solutions.
Prepares and delivers weekly deposits to the bank and bursars office, as needed.
Assists the Student Activities Graphic Designer and two Student Organizations (WRUR and Campus Times) with Accounts Receivable and Accounts Payable.
Assists the Student Activity Graphic Designer with design requests, by assisting in responding to inquiries and tracking the status of the projects as needed.
Meets regularly with Graphic Designer to receive updates on project status.
Assists the Student Activity Graphic Designer with giveaway and supply inventory management.
Prepares and approves paperwork for Student Organizations that have successfully completed the Group Travel process.
Attends staff meetings, Student Employment meetings, Finance team meetings, and other meetings as needed.
Assists with Departmental Programs and events, as needed.
Provides daily Administrative Support to the Manager of Finance and Administration including but not limited to preparing training materials for Student Organizations, maintaining copy card, gift allocation, and student organization FAO databases.
Ad hoc tasks and projects as needed
Acts as point of contact for the Student Organization Resource/Supply Closet ordering; re-ordering supplies and maintaining a database of inventory as needed.
Meets with Campus Times Student Publisher and with Campus Times Leadership, as needed.
Manages contractual obligations with Advertisers and advises the Campus Times publisher regarding Advertiser relationship/obligations, as needed.
Maintains and updates database with existing and new contractual obligations.
Updates contract and rate sheets annually.
Assist WRUR radio station contractual obligations, as needed.
Other duties as assigned.