Accounts Administrator

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This is a one-year temporary position in the Department of Mining and Materials Engineering, Faculty of Engineering.

Position Summary:
Under the direction of the immediate supervisor, administer accounts. 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:

• Acts as primary contact and resource person for academic and administrative staff for all financial processes done via Minerva, Banner, McGill Marketplace, Accounts Receivable billing,  Workday for Expense Reports, P-card reconciliation, and Student Funding.
• Verifies and reconciles accounting and financial records, fund statements, expenditures, and budgets.
• Processes and monitors financial transactions in the department, including inter-departmental charges from McGill Materials CharacterizationFacility, as well as invoicing external clients
• Reviews financial records and identifies discrepancies and errors. Makes corrections, processes adjustments, and follows up on outstanding items and issues.
• Reviews, verifies and prepares journal entries, deposits, expense reports, advances, purchase requisitions, student aid payments (BSA), interdepartmental charges, and invoices to internal and external clients.
• Verifies expense reports prepared by academics and administrative support staff to ensure compliance with University, government, and granting agency policies and guidelines. Maintains up-to-date knowledge of these matters and provides guidance and clarification to researchers and staff on applicable requirements.
• Verifies the completeness and accuracy of documentation supporting financial transactions.
• Reconciles Pcard transactions and handles P-card administration within the unit, ensuring compliance with University and granting agency policies and requirements.
• Organizes and maintains the financial document repository center for the unit.
• Prepares monthly fund summary reports for Professors and responds to requests for reports and transaction details relating to their grants and funds.
• Performs other accounting and administrative duties, as assigned, to support operational and departmental needs.

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:

• Strong organizational skills, attention to detail, taking initiative, flexibility, and the ability to handle multiple priorities effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Ability to prioritize competing demands and consistently meet recurring deadlines.
• Service-oriented approach with an interest in supporting academic staff and contributing to a collaborative team environment.
• Experience in research grant administration, as well as familiarity with university policies, procedures, and administrative processes, would be considered an asset.
• Knowledge of Banner, Minerva, Workday, and Crystal Reports would be considered an asset.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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 # 3 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

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