Title:  Financial & Administrative Support Analyst, Information Technology Services-C0880

Summary of Duties:

Reports to the Manager II, Information Technology Services; performs a variety of financial, secretarial and administrative duties including correspondence, financial processing and reporting, appointment scheduling, data entry functions and general receptionist duties.

Work Performed:

• Performs financial processing for all hardware/software purchased by Division. Responsible for balancing reports, reporting errors, generation and distribution of reports or documents.
• Prepares credit card purchases for divisional staff, accounts payable vouchers, petty cash reimbursements, journal entries, chargebacks, budget transfers, purchase requisitions; maintains purchase orders, ensuring control over receipt of items purchased and accepts shipment of goods.
• Reviews expenditures and prepares corrective journal entries. Responds to inquiries with respect to budget expenditures. Reconciles and maintains documentation pertaining to operating and capital budgets, providing informational reports as required (weekly, monthly, quarterly, Ad Hoc).
• Maintains records, prepares reports and reconciliation in connection with budget transfers, chargebacks and expense recovery associated with all Service Areas, Boards, Commissions and vendors.
• Administers wireless services through an online platform (e.g. reset passwords, out-of-country packages, data roaming, user details, profile management). Processes all Corporate desktop/cell phones, convenience copiers and corporate printing invoices and related invoicing. Issues, reviews and processes monthly Corporate invoices. Orders phone service repairs which may be referred onto appropriate area for processing. Maintains files related to telephone equipment and services.
• Acts as the Division central point of the contact for the general public and internal administration; provides customer service by responding to inquiries and/or concerns and providing general information. Obtains information, addresses issues or refers to other staff as necessary.
• Liaises with IT messaging team, Service Areas and other stakeholders to confirm account, service and hardware information to process wireless and desk phone orders  (new and upgrades).
• Maintains workflow status of the majority of tasks using online ticketing system and records time allocations to tasks/projects in project management software.
• Monitors and orders office supplies for ongoing operations using on-line requisition system. Liaises with Facility Services staff, Purchasing staff and outside suppliers for supplies and/or repairs.
• Maintains files, records, documents including scanning and follow-up systems for the Division. Maintains and distributes various on-call lists. Collects information as assigned and prepares and maintains a variety of lists, inventories and databases.
• Assists with documenting procedures and preparing related flow charts. Maintains off-site copies of documentation.
• Responsible for the control, tracking and monitoring of equipment and education materials in the Technology Services loaner pool.
• Processes, records and distributes Divisional mail.
• Carries out routine research as required.
• Performs related duties as assigned.

Qualifications:

Completion of a Certificate in Accounting (one-year program) or equivalent.

Experience:

One year of previous related experience is required.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

• Demonstrated proficiency in word processing, spreadsheets and, financial reporting software.
• Demonstrated customer service skills.
• Typing speed of 50 w.p.m.

Compensation & Other Information:

48,686 - 67,856 (Level 8)

This posting is for one permanent full-time position being filled on a permanent basis.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: Hybrid. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

NOTE: Applicants may be required to complete a job related test.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.