Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job Description Summary
The Registration System Specialist - Accounting is responsible for the financial integrity of the in-house registration system by providing financial helpdesk support and instructions to 19+ staff. Duties include: ensuring the completeness and validity of recorded transactions by performing timely reconciliations and investigating processing problems or anomalies in both the Registration System and FMS; preparing financial documentation for entry into FMS PeopleSoft and analyzing data for T2202A (Tuition Tax receipt).
Organizational Status
Reports to the Manager of Finance, but is expected to perform routine duties independently with minimal supervision. The incumbent interacts with all registration positions as well as the new registration implementation team within Continuing Studies as well as Financial Services.
Work Performed
Maintain financial integrity of Student Registration system
- Investigate processing problems or anomalies identified:
a) Registration Staff who cannot process a transaction to achieve the desired customer invoice or account information
b) Review of registration system transaction, master data reports and regular reconciliation activity
c) Investigation of problems may require use of adhoc query tool to determine extent of problem.
- Prepare adjusting entries as required, confirm correctness of entry in registration test system and process correction in live system. Because system has limited controls new problems are encountered on regular basis requiring the testing of proposed adjusting entry. For complex corrections Registration System Specialist must consult software vendor support staff to explain problem to and process corrective action.
- Implement preventive procedures which include developing standard processing procedure for identified business transaction, redesigning input forms to reduce errors, and proposing system changes.
- Reconcile registration cash posting transaction report with daily cash reports by identifying missing or different posting amounts of detailed transactions listed on either report. Prepare registration entry to record items listed on daily cash report with no corresponding registration entry, this requires investigation of source and purpose of receipt. Process adjusting entry for mismatched transaction amounts.
- Reconcile registration credit card posting transaction report with FMS posting by identifying missing or invalid FMS postings. Communicate missing or invalid postings to FMS staff for correction and confirm correcting entry was made.
Provide registration system user support and instruction to registration staff
- Provide daily instruction over the phone or at user s workstation to registration staff on registration system processes. Registration System Specialist must be competent in all system processes in order to provide efficient and effective support. Specialist must be knowledgeable in registration system administration procedures, security and master/detail records to understand processing results.
Process tax receipts
- Review current tax legislation for changes in education and tuition deduction eligibility and preparation rules. Prepares query specification for computer programmer consistent with tax legislation. Reviews reports, verifies accuracy and prepares Tuition and Education Deduction Receipts consistent with required legislation format. Respond to staff enquiries for status of tax receipt processing and explanation of eligibility.
Coordinate collection process
- Establish contract with collection agency and client contact. Work with Program managers to determine timing of collection activity and forward to collection agency contact. Monitor and follow up on collection process.
Process course fee refunds
- Responsible for all tuition refunds issued, providing reconciliation with in-house registrations system and FMS.
a) Generate refund report from registration system
b) Review report for incomplete data & complete required refund information by using registration system
c) Prepare required accounting document (Cheque Requistions, JV s, Waiver report) for approval & processing
d) Enter credit card refunds into Beanstream and confirm refund totals
e) Respond to student inquiries on status of refunds
Process revenue upload from registration system to FMS by executing & downloading query
a) Execute revenue & refund transaction query
b) Complete query spreadsheet with general ledger codes and GST calculations
c) Submit JV spreadsheet to UBC Finance for processing
d) Investigate and correct JV errors
Process credit card payments
- Follow up on processing errors by reversing original transaction and instructing registration staff to process new transaction
Ledger Reconciliation
- Responsible for all transactions related to the registration control account P/G. Providing reconciliation with in-house registrations system and FMS. Preparing year-end accruals and deferrals to assist with the University year-end financial statements.
Direct financial support for small program unit(s) and FMS LIVE back-up coverage
As a part of the Central Accounting team, prepares all accounting documents for program units within Continuing Studies as required. Data enters requisitions and journal vouchers, verifying accuracy of information including account coding, reviewing backup documentation, ensuring authorized signatures are valid, enters cash receipts for cheque and cash payments received and prepares cash deposit bags for deposit and processing and recording information into the Financial Management System (FMS) related to accounts payable or to revenue accounting, manually or online, on behalf of departments, based on compliance with UBC policies and guidelines.
Works with Visa Online Payment Tool workflow process and reconciliation with full OPT roll-out to come. Updates Director(s) Hyperion Budget forecast monthly.
FMS Live Access Certification
- Maintain FMS Live Access certification as one of the CS Central Finance team. Gives financial policy and procedures guidance to non-central accounting staffs, instructors, program leaders and managers.
Perform other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
- Failure to provide correct instruction to registration staff results in system errors and poor student service adversely impacting the organization s reputation.
- Refund errors result in payments to incorrect entity which may be uncollectable or delay refund payment to student.
Supervision Received
- The position reports to the Finance Manager.
- Position is expected to work independently with minimum supervision by prioritizing workload and keeping supervisor informed of workload status.
- Position exercises judgement in determining when to involve senior financial staff in problem resolution.
Supervision Given
- Registration staff - provides phone or face to face instruction to registration system users, support 25+ registration staff on system use.
- Provide financial training to new registration staff.
Minimum Qualifications
Minimum four years of related experience or three years of relevant UBC experience in accounting and office procedures. Computer experience required -FMS, Word, Excel, Registration System. - Effective oral and written communication, interpersonal, customer service and organizational skills.- Ability to type 55 w.p.m. and to operate a normal range of office equipment.- Ability to use word processing applications at a basic level. Ability to use spreadsheet and database applications at an intermediate level.- Ability to prioritize work, multitask, work under pressure and to meet deadlines.- Ability to maintain accuracy and attention to detail.- Ability to exercise tact and discretion.- Ability to work both independently and within a team environment.