Financial Operations Systems Processor: Workday

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Financial Operations Systems Processor Workday is responsible for many activities to support the broad Financial Operations department in successful delivery of services across UBC. This includes many activities related to scheduling, preparing, submitting and processing production jobs that result in payment to vendors, students and staff.

Organizational Status

Reports to the Finance Services Manager. Liaises with supervisors, managers and other financial officers in Finance and ISC as well as cross-functionally with other departments on campus.

Work Performed

Primary Responsibilities:

EIB/ISD Journal Loads

Responsible for the loading of Accounting, Internal Service Delivery (ISD), and other EIB files into the Workday system of record.

Receives EIB files from departments.

Determines EIB file type (Accounting Journal, Student Accounting Journal or Internal Sales, Pre-Approved or Unapproved) and loads file appropriately into Workday system.

Reviews files and loads for technical errors.

Communicates any errors from Workday upon loading of the files to the initiator.

Payment Production

Processes daily AP Canadian and US cheques, scheduled Payroll cheques, and express cheques as required by Operations.

Generate PDF file and Positive Pay file for transmission to the Bank.

Print Cheques and distribute to Admin Front Counter team.

Maintain, update and regularly audit the FinOps check register.

Responsible for scheduling maintenance of the Cheque Printers, orders MICR toner, and ordering Cheque Stock.

Serve as backup to payment handling specialist for cancel and reissue of checks.

Period Close Responsibilities in Workday

Opening and closing accounting periods for processing and posting transactions as required. Scheduling activity groups for each period as per the published deadlines.

Monitor each period close activity group and identify any errors. Work with the functional owner or with the ISC to resolve errors to ensure activity group closes as expected. Run month-end, quarter-end and year-end allocations including adhoc requests.

Monitor and control opening and closing for all books as requested

Executes task to roll forward general ledger carryforward balances as well as roll forward for commitment and obligation balances

May trouble shoot and resolve issues as appropriate & assigned.

Tax Form Preparation

Plan, Prepare and Validate all data for tax forms. Coordinate printing and distribution of forms for successful distribution by CRA deadlines.

Responsible to make any manual adjustments required for accuracy. (T4A for Accounts Payable, T5, and year end T4ANR and NR4 for AP, and other as applicable).

Serve as backup to payment handling specialist for Ad-Hoc Payment issuance and T4ANR and NR4 review and withholding.

Other Requirements

Maintain Standard Operating Procedures of all Financial Operations Systems Processor Financial processes.

Work with ISC team in performing functional tests in Workday development and verification environments.

May be involved with enhancements and changes to integrations into the AP modules of Workday from external systems.

Required to work certain evenings, weekends and holidays due to strict deadlines.

Carry out other related duties and assignments as directed by the Finance Services Manager

Consequence of Error/Judgement

The position is responsible for ensuring maximum accuracy, efficiency and reliability of input and output data for Workday system.

Loss of data, scheduling errors and missed cut-offs will result in incomplete or incorrect financial reporting to both the Federal and Provincial Governments, under or over remitted taxes, inaccurate financial and budget reporting, some of which may result in UBC being subject to penalties or fines. It may also cause departments to make incorrect assumptions regarding their financial status, internally and externally, as well as affect budgets.

Supervision Received

Works with minimum supervision, but under administrative direction and strict deadlines.

Supervision Given

N/A

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own.

- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

- High school graduation, plus a two-year post-secondary diploma in accounting, finance or IT.

- Progress towards an accounting designation is preferred.

- Three years of related experience or an equivalent combination of education and experience.

- Good aptitude for understanding of accounting, finance and business functions.

- Excellent organizational skills, attention to detail, and ability to multi-task and prioritize work.

- Ability to solve problems & recommend solutions, take initiative and work under pressure of deadlines.

-Ability to work independently with minimal supervision.

- Excellent reading, comprehension, and communication skills (oral & written) & interpersonal skills, including a 'can do' attitude coupled with a focus on delivering a high level of customer service to all stakeholders.

- Ability to work as a team player as well as an individual contributor.

- References must indicate attention to detail, reliability, good attendance and positive attitude.

- Microsoft Office (Word & Excel).

- Familiarity with the use of ServiceNow is an asset.

- Preferred: Previous experience with Workday Financial Management System.