Senior Accounts Administrator

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Position Summary:

Under the direction of the immediate supervisor administers accounts. Organizes distributes and verifies the work of others and participates in their training. Acts as resource person and resolves problems. Processes or monitors the processing of financial accounting and payroll transactions. Examines analyses and reconciles accounting and financial records as well as documents such as bank statements expenditures budgets loans and others. Ensures accuracy and compliance with University government and granting agency guidelines as well as accounting reporting and payroll policies and procedures. Performs various administrative tasks according to the needs of the unit.

Major Duties and Responsibilities:

• Administers accounts. Organizes distributes and verifies the work of others and participates in their training. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements expenditures budgets loans and others.
• Ensures accuracy and compliance with University government and granting agency guidelines tax laws as well as accounting reporting and payroll policies and procedures. Maintains up-do-date knowledge of these matters and gives explanations to researchers staff and agencies.
• Sets up accounts sub-accounts and budgets. Approves expenditures receives funds and processes deposits. Compiles and prepares material to be sent to bank. Reviews verifies and processes expense reports requisitions claims advances savings bonds invoicing and charges.
• Monitors loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Monitors and reconciles various accounts statements and reports. Identifies and analyses discrepancies and errors. Makes corrections processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.
• Maintains computerized information systems and participates in their implementation and development to improve efficiency within the unit. Liaises with computer resource persons as required. Sets up and maintains databases and spreadsheets. Enters data and updates information.
• Performs various administrative and clerical tasks according to the needs of the unit. Prepares correspondence related to the duties of the position. Liaises with appropriate resource persons.
• Uses a variety of equipment such as a personal computer printer calculator telephone photocopier microfiche reader and fax machine.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:
Knowledge of accounting principles. Demonstrated organizational skills and ability to multi-task. Accuracy and attention to detail. Ability to clearly transmit and receive information. Must be client-focused and service-oriented. Demonstrated ability to work in a PC environment using word-processing spread sheets and database packages; Banner HRIS FIS and Crystal Reports. English and French spoken and written.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

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Additional Information:

• Manage fund management processes including fund openings budget renewals fund maintenance fund closures ensuring adherence to compliance requirements.
• Review new research agreements and open new research grants and contracts in Banner once approved by the Office of Sponsored Research. Liaise with OSR regarding all research fund setup parameters.
• Process renewals for grants contracts student awards and salary awards.
• Process time extensions upon OSR approval.
• Initiate payment requests for research-related invoices.
• Provide essential support to Fund Administrators by overseeing daily research fund administration activities.
• Prepare and send opening fund memos to researchers.
• Prepare transfer of funds agreements for partner institutions and process related payments.
• Ensure data integrity in Banner to support research activities in compliance with external sponsor requirements and University policies.
• Handle cheque deposits and wire transfers.
• Manage fund closures and reconcile suspense funds.
• Ensure accuracy and compliance with University policies and procedures in all financial transactions.