Finance Administrator

Website Greater Victoria Harbour Authority


Purpose of Position
The Finance Administrator is responsible for Greater Victoria Harbour Authority’s accounts payable, procurement and capital processing activities as well as contributing to the efficient operation of the Finance department.

Position Links
Reporting to the Manager, Finance, the Finance Administrator develops and maintains relationships with:

• Manager, Finance
o Senior Accountant
o Contract and A/R Administrator
• Contracts Manager
• Other GVHA Corporate and Operations staff as required

• Western Stevedoring
• Customers/Clients
• Vendors/Contractors
• Stakeholders
• External Resources (auditors, bankers)

Specific Accountabilities

Accounts Payable:
• Analyzes, verifies, codes, and posts payables transactions to journals, ledgers and other records
• Coordinates monthly corporate credit card expense reports, ensuring submissions from each corporate credit card holder are reconciled
• Prepares and reviews accounts payable cheque runs, EFT payments and online payments and journal entries
• Maintains project list for operating and capital projects and enters into accounting program along with project budgets
• Provides guidance to staff regarding purchase order and invoice approval procedures
• Performs monthly reconciliation of various accounts (i.e. prepaid expense, accrued liability)
• Checks accounts payable statements for outstanding invoices and follows up on missing invoices

• Checks outstanding purchase order reports for outstanding purchase orders and follows up with appropriate staff monthly
• Reconciles Payables ledger to General Ledger
• Prepares and enters month end expense allocations
• Assists with providing support documentation as part of monthly capital project reconciliation (scans capital project invoices applicable for funding when entering in Accounting system)
• Assists in development and monitoring of accounts payable related policies and procedures
• Processes credit card applications upon approval by Manager, Finance
• Processes monthly rent for Manager, Finance’s approval
• Processes wire transfers following proper Delegation of Authority processes

Capital Support:
• Financial resource person for Asset Management initiative
• Lead on Capital Project Co-ordination including organizing and hosting monthly meetings of the Project Teams, and developing and co-ordinating Capital oversight system
• Initiates reporting for Capital Projects to outside agencies

Financial Analysis, Reporting & Other:
• Assists with providing expense, account and project analysis when required
• Assists with Year End procedures
• Creates and maintains operating and capital project numbering system and advises appropriate staff of updates as required
• Conducts research, prepares reports and provides some recommendations for decision making purposes
• Assists with providing actual compared to budget reports for expense accounts and projects as directed
• Assists with other finance projects and tasks when required

Information Technology:
• Provides support with implementing finance related IT solutions

• Operates standard office equipment
• Operates computer for word processing, database, spreadsheets, electronic mail, calendar, internet, etc.
• Computer software includes Microsoft Office, Microsoft Dynamics GP, Marina Controller, SharePoint

Working Conditions
• Office environment
• Regular, full-time position
• Public/Customer relations and ability to resolve complaints

Experience and Education
• Post-secondary education in a related field, Certificate in Accounting preferred
• Minimum 2 to 3 years of accounting experience including operational accounting and reporting, internal control systems, and financial information systems
• Proficient with all MS Office applications
• Experience using accounting software (Microsoft Dynamics GP preferred)

Knowledge, Skills, and Abilities
• Working knowledge of processing accounts receivable and accounts payable
• Sound knowledge of appropriate controls and procedures in order to uphold accurate recording of financial and operational information and to meet internal control compliance requirements
• Excellent communication and customer service skills
• Excellent attention to detail skills
• Strong organizational skills
• Demonstrated team player
• Ability to confidently deal with challenging customers and respond to and resolve complaints
• Ability to exercise tact, good judgment, confidentiality and flexibility in project delivery and providing service to stakeholders
• Ability to establish and maintain effective working relationships with a variety of individuals to meet GVHA objectives
• Ability to organize and independently manage workload while taking into consideration changing priorities, tight deadlines, volume of work and available resources
• Ability to provide concise and accurate information orally and in writing, including reports and correspondence suitable to the audience
• Ability to adapt to changes in work environment, work assignments, and/or changes in organizational priorities

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