J0423-0360 - Departmental and Financial Assistant

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Competition Number: J0423-0360

Position Title: Departmental and Financial Assistant

Position Number: 00507486

Employee Group: Support Staff - USW Local 2010

Job Category: Information Technology

Department or Area: IT Technical Services

Location: Kingston, Ontario, Canada (On-site)

Salary: $43,725.00/Year

Grade: 05 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: May 11, 2023

Closing Date: May 28, 2023

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

Queen's University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

A Brief Overview Reporting to the Manager, Vendor Management, Information Technology Services (IT Services) the Department and Financial Assistant is a key member of the ITS Operational Oversight team and a key resource to support ITS procurement and operational matters. This position is responsible for providing procurement and administrative support to all directorates within the IT Services portfolio. This position places orders and receives goods purchased for the department. The incumbent performs activities in the "procure to pay" environment including overseeing deliveries and maintaining supporting documentation for transactions, processes, and procedures. This position acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings. This position assists with planning and coordinating various events and maintains a calendar for booking conference rooms and classrooms. This position also performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, reconciliations, and expenses. Customer Service experience and proficiency with Microsoft tools like Word, Excel and SharePoint are essential to be successful in this role.

What you will do • Acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings. • Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and reconciliations. • Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms. • Orders office supplies and equipment. • Confirms and processes expenses and reimbursements including procurement cards. • Assigns and maintains key system access.

Required Education • Two-Year Community College Diploma.

Required Experience • More than 1 year and up to and including 2 years of experience.

Job Knowledge and Requirements • Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience. • Provide information that requires technical or administrative explanation or interpretation. • Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others. • Manage own work effectively and follows through on commitments, using the available resources. • May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement. • Resolve recurring problems and situations using established procedure and guidelines. • Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met. • Break down concrete issues into parts and selects best solution from clear alternatives and past practices. • Acknowledge and respect diverse cultural traditions and beliefs. • Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

The University invites applications from all qualified individuals. Queen's is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].