Financial Processor Collections

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Description Summary

Processes Library Collections invoices for payment and all other Collections transactions data entry using the Collection Accounting and Budget Interface (CABI) system. The CABI software interfaces with the University accounting system (Workday). Files all Library Collections invoices and transactions processed and paid in electronic and print/paper formats.

Organizational Status

Reports directly to the Finance Manager UBC Library. Works closely with the Senior Financial Processor Collections. Liaises with Finance Operations Library Technical Services and other library departments on campus.

Work Performed

1. Responsible for entering all Library collection invoices into the CABI system for batch interface with the UBC financial system (Workday)

2. Responsible for the data entry of cash receipts for Library collections into CABI and Workday.

3. Updates and maintains tracking spreadsheets and supplier information (GST number payment method) for monitoring and referencing.

4. Updates and maintains various monitoring sheets that track processing transactions for the USD hedge log records of batches and other CABI reports.

5. Responds to vendor queries concerning invoices and payments.

6. Assist in the quarterly reconciliation of collection accounts.

7. Monitors reviews and keeps a record of all collection invoices received electronically or in print.

8. Completes initial review of incoming Library Collections invoices to ensure adequate back-up is present as well as required approvals. Follows-up with Library Departments regarding proper authorizations as required.

9. Submit the reviewed supplier invoices for final review and approval of Finance Manager.

10. Reviews all Library Collections account files and invoices to ensure that all of the required documentation is present and that the payment has been made prior to the files rolled over to the next fiscal year.

11. Assists Senior Financial Processor Collections for the review of vendors statement of accounts.

12. Provides back-up support during the absence of the Financial Processor Non-Collections (also FPS 2).

13. Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Inappropriate handling of vendor accounts could result in payment delays which could stop delivery of library materials and cut off access to electronic materials. Inaccuracies in filing collections documentation will result in difficulties in retrieval for reconciliation query and other analysis.

Supervision Received

Reports directly to the Finance Manager UBC Library.

Supervision Given

Is not required to supervise; may explain work procedures to new or temporary staff.

Minimum Qualifications

High school graduation plus one year of related post-secondary education plus two years of related experience or an equivalent combination of education and experience

- Willingness to respect diverse perspectives including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Knowledge of UBC financial processes and procedures as asset. Ability to use Microsoft office at an intermediate level. Ability to gather record and organize information. Ability to identify and correct missing and incomplete data. Ability to understand and apply policies procedures and instructions. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to effectively manage multiple tasks and priorities. Ability to exercise sound judgment. Ability to operate library office cash and document service related machines and equipment. Ability to recognize respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely constructive feedback. Listens to encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes tasks or problems.