Accounting Clerk/Secretary

Job title: Accounting Clerk/Secretary

Job description: Please refer to the job aid for instructions on how to apply.

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Position Summary:
Under the direction of the immediate supervisor, performs various accounting functions and secretarial duties. Authorizes various financial commitments according to established procedures. Verifies, analyses and records accounting transactions using automated financial systems. Investigates and follows-up on discrepancies or other accounting and administrative matters as required. Types documents, answers telephone, receives visitors, updates information systems, and maintains files.

Major Duties and Responsibilities:
Ensures that all accounting documents conform to University standards with regard to required authorizations, accuracy of calculations, completeness of supporting documentation, and ensures the availability of funds.

Prepares and records accounting transactions and ensures that allocation to accounts is accurate. Opens new accounts as required. Generates reports and account statements and reviews for accuracy. According to instructions, prepares reports on certain budget accounts. Makes corrections according to area of activities and level of responsibility. Performs a various analyses and reconciliations of accounts as required.

Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. When requested, schedules and arranges appointments and makes travel arrangements.

Analyses different accounting or payroll files and makes any required changes. Opens new files as required.

Prepares journal entries. Records entries in general ledger.

Communicates with suppliers, clients, or any other persons in order to give or obtain information related to area of activities.

Completes various administrative forms in relation to area of activity and, as required, sends to other administrative units or external organizations. Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Reserves rooms for courses and seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.

Organizes filing system for documents within area of activity.

Notifies supervisor of any anomaly, situation or particular problem and, as necessary, proposes changes or improvements to the work flow within the unit.

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:
Must be client-focused, service-oriented, and very detail-oriented. Experience with basic accounting principles along with good analytical skills is required. Must be comfortable with numbers and spreadsheets and be organized. Must be diligent in keeping up with, and applying, policies and procedures. Experience in managing an executive agenda an asset. Flexibility is required to adapt to frequent changes and demands in a sometimes fast-paced environment. Ability to work independently and as part of a team. At ease working in a PC environment primarily using Excel, Outlook, online meeting platforms, Word and PowerPoint. Experience in using McGill Finance/Procurement platforms (Banner, MMP, Minerva) an asset. 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 3 on a scale of 4.

Other information: testing may be administered

Minimum Education and Experience: DEP – Business Administration 2 Years Related Experience / DEP – Secretarial Studies

Hourly Salary: (MUNACA Level D) $26.18 – $32.46

Hours per Week: 27 (Part time) Monday, Tuesday, Wednesday, Thursday

Supervisor: Finance Officer

Position End Date (If applicable):

Deadline to Apply: 2024-01-23

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, .

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