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Position Summary:

As a member of the Finance team reporting to the Manager, Budget & Finance, the incumbent will have an active role in the financial operations of McGill Library by working on multiple financial tasks and projects that include interaction with all library units, McGill central finance team, and with external parties to process, approve, and oversee financial and procurement transactions. The position carries an active participation in the development, implementation and documentation of processes and procedures to support the overall financial operation of the library.

Primary Responsibilities:

• Perform and carry out task and activities to support the daily financial operations of the library by ensuring that all accounting and financial functions are carried out in accordance with McGill university policies, GAAP principles while following the library finance unit goals and objectives.  

• Support the recording and reporting of the University’s financial position, this includes the production of ongoing reports to library branches and other units internal or external.

• Responsible for Accounts Payable related transactions and ensuring outstanding invoices are paid on time. These includes requesting quotations from suppliers, processing purchase requisitions and supplier invoices, reconciliation of suppliers’ statement of account, procurement Pcard purchases reconciliation, deposits, and to assist in other duties as required by the library Finance team. Such activities will be performed using the University IT infrastructure and systems.

• Responsible for Accounts Receivable related transactions and ensuring revenues are received and processed on time. These include preparing quotations for clients, obtaining purchase orders from clients (if applicable), completing the AR billing process in banner as well as with McGill Financial Services AR team.

• As an internal controls measure, AP and AR duties will be properly segregated. i.e. the incumbent will not be required to perform both AP and AR tasks for the same client or supplier.

• Perform various reconciliations to ensure proper recording of financial transactions and payment of outstanding invoices. These include reconciliation of Pcard transactions and supplier statement of accounts

• Perform in-depth analysis of financial operations on an ad hoc or periodic basis. Examples include an analysis of open purchase orders, analysis of after-the-fact POs, analysis of fund activities.

• Responsible for expense data entry for travel and non-travel expenses. i.e. Workday Expense Data Entry Partner for various spend authorizations and expense reports.

• Active involvement in fiscal year-end closing activities in compliance with year-end deadlines set by McGill’s central Financial Services.

• As part of the daily tasks, the candidate will also assist on implementing administrative and financial procedures to improve current workflows that are moderately complex (i.e. payment of awards, grant reporting, etc.,) to support all the library branches while ensuring activities meet or exceed established quality requirements.

• Administer and produce reports of library operational, endowment, and donation funds in adherence to internal and external accounting policies, procedures, and contract obligations.

• Act as resource person and provide explanations to library branches or external units as needed. Work in close collaboration with Finance team members and the Library Dean’s office staff

• Monitor library funds by reconciling income vs expenditures against the general ledger, and resolve discrepancies as required. Good analytical and problem-solving skills required.

• Revision of financial processes and suggestion of improvements when required for our intranet and/or library storage drives.

• Perform other duties and carry out new projects as assigned. 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:

Undergraduate degree preferred. Experience in finance or accounting fields, ability to prepare financial reports, and knowledge of McGill fund types (or other University) are considered assets.  Demonstrated communication skills, accuracy, attention to detail and ability to listen and assist others at all levels in an active environment is highly appreciated. Proven organizational skills, ability to work autonomously and as part of a team, ability to multitask, prioritize and meet weekly, monthly, and year-end deadlines. Demonstrated knowledge to work in a PC environment using advanced spreadsheets in Excel and other University software such as Banner, Minerva, Marketplace, and Crystal Reports. 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. English spoken and written, French spoken.

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 # (qualifier) on a scale of 0-4.

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