JOB FACT SHEET
POSITION INFORMATION
Position Number: 15157
Current Grade (if applicable): 7
Working Title: Accounting Assistant
Faculty/Department: Information Services and Technology
Department ID: Click here to enter text.
Incumbent Name (if applicable): Click here to enter text.
Campus Address: Click here to enter text.
Campus Phone Number: Click here to enter text.
E-Mail Address: Click here to enter text.
Hours of Work/Week: Choose an item.
 Actual Hours Worked (if Part-Time): Click here to enter text.
Name of Supervisor: Click here to enter text.
Title of Supervisor: Click here to enter text.
Supervisor’s Phone Number: Click here to enter text.
Supervisor’s Email Address: Click here to enter text.
Position Type: Choose an item.
 If OTHER, please indicate Position Type: Click here to enter text.
Special Requirements:
Home Internet Access: Choose an item.
Professional Accreditation: Choose an item.
Conflict of Interest Disclosure: Choose an item.
Second Language: Choose an item.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS
EFFECTIVE DATE (if different from date signed): Click here to enter a date.
FINANCIAL AUTHORIZATION:
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Signature
Date
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Signature
Date
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Signature
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INCUMBENT (if applicable):
SUPERVISOR:
DEPARTMENT HEAD/TRUSTHOLDER:
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1. SIGNIFICANT CHANGES SINCE LAST REVIEW
Enter text here.
2. POSITION SUMMARY
The Information Services and Technology (IST) department has an operating expenditure budget
of approximately $25 million, generates revenue of $ 8.6 million, and annual institutional/capital
funding of $3.8 million. The Finance unit supports the department with respect to all financial
management matters. This includes budgeting, procurement, invoicing, cash handling, general
ledger maintenance, financial reporting, transaction reconciliation, and financial analysis.
3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each
duty performed until the major elements of the position are represented. Review each
statement to ensure that it accurately describes what is done and briefly, how it is done.
Please indicate the percentage of time spent on each of the major activities listed
Reconciliation/General Ledger Corrections (30%)
 Reconciles the monthly PeopleSoft financial reports against source documents (ie. invoices,
indents, work orders, direct order, P-Card purchases, etc.)
 Ensures expenditures are accurate and posted to the correct accounts and makes necessary
enquiries internally and externally if expenditures are questionable; makes
recommendations from any findings to ensure similar errors do not happen in the future
 Makes necessary corrections within the respective PeopleSoft modules
 Tracks missing or inappropriate backup source documentation
 Resolves issues with disputed charge with respective internal or external parties
 Brings any unresolved or pertinent issues to the attention of the Team Lead
 Posts correcting transactions to the General Ledger
 Conducts ad hoc reconciliation as required by the Team Lead
Accounts Payable/Receivable (25%)
 Prepares purchase/service orders, checking that all requirements have been met in
accordance with U of A policy and procedures
 Prepares invoicing and follows-up on any aged accounts
 Posts transactions to the General Ledger
 Answers any internal or external queries
 Ensures documentation such as Delegation of Signing Authority is current
Financial Analysis/Operational Support (25%)
 Performs monthly financial analysis of operating results highlighting areas where attention is
required
 In conjunction with operational areas, compiles financial analysis for management review
 Acts as resource to the department with respect to any queries on financial management
policies and processes including: UAPPOL, Financial Service processes, SMS processes, audit
documentation requirements, GST regulations, and Generally Accepted Accounting
Principles (GAAP)
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Reporting (20%)
 Generates reports using PeopleSoft financials to retrieve necessary information
 Develops queries as required to analyze financial information
 Distributes monthly reporting to operational areas
 Develops ad hoc reporting as requested by management or operational areas
4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications
required to prepare an individual to be functional in the position.
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A High School Diploma or less with greater than 18 months to become functional in the role
Accounting certificate or diploma an asset
Preliminary courses towards a recognized accounting designation would be an asset
5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original
thought, and also the amount of direction and control received from the supervisor or standard
practices and precedents.
A. What types of decisions are made independently?
The incumbent will deal directly with IST, U of A, and external contacts and use his/her
knowledge, skills and experience to make decisions and provide advice. The individual will have
to manage his/her time effectively to meet tight deadlines.
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in
writing?
Items of a unique nature that have not been handled previously will need to be referred to the
Team Lead for guidance and instruction. If the incumbent is having difficulty resolving an issue
then the matter should be escalated for resolution. Also, any items that would reflect negatively
on the department will need to be referred to the Team Lead for advice and resolution.
6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in
judgment or poor decisions (typical instances, not rare or extreme ones), and the responsibility
for safety of others.
Errors in coding can result in incorrect financial statements, incorrect invoicing sent to clients,
incorrect payments to vendors or individuals and/or loss in time to locate and correct.
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7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
This position will have contact with all areas and levels within IST as well as many
faculties/departments within the U of A. The position will have regular contact with Financial
Services, Supply Management Services, Resource Planning, and Facilities Management.
B. Outside the University
Various financial information provided to IST employees in addition to other
faculties/departments or external agencies. Information can take the form of reports, indents,
PeopleSoft queries, etc.
C. Information Sources
Manager, Finance, PeopleSoft, Financial policies and procedures, GAAP, UAPPOL, Financial
Services, Resource Planning, Supply Management Services, IST processes and forms.
8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.
A. Describe all aspects of formal supervision required of this position. Please be sure to complete
Part B.
n/a
B. Please indicate how many staff members are supervised by the position.
Full-time employees:
Part-time employees:
Casual employees:
9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of
physical activity and/or intense visual concentration required.
A. Activities
Working at computer 70% of time
B. What types of equipment or tools are used in the job?
Computers, printers, photocopiers, fax machine, calculator, telephone
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10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in
relation to employee safety and comfort, and the severity and frequency of exposure to
workplace hazards.
Standard office environment
11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers,
titles, departments or incumbent names that may be considered to be similar.
Enter text here.
12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to
be completed. You may include this as a separate attachment or file may be pasted/
embedded below
Manager, Finance &
Administration
Supervisor, Finance
& Budgets
Accounting
Assistant
Accounting
Assistant
Accounting
Assistant
Accounting
Assistant
Accounting
Assistant
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