Financial Clerk

Department: Chemistry
Position covered by the Collective Agreement with USW Local 4120

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General Purpose

The Department of Chemistry is a central academic unit within the College of Engineering and Physical Sciences, currently comprising 18 faculty members, 15 regular full-time staff members, several temporary/contract staff, and over 60 graduate students. We also work with ~6,000 undergraduate students each year and provide a wide range of services to support these activities.

Reporting to the Administrative Officer, the Financial Clerk is responsible for all clerical duties related to expenditures and follow-up on research accounts within the department. The Department of Chemistry is home to an active and dynamic group of researchers and educators and has an annual operating budget of $6 million.

Duties and Responsibilities

The incumbent will also provide clerical support to the Administrative Officer in departmental operating expenditures. Specific duties include being responsible for all purchases (LVPO, HVPO, systems contract, Procurement Card, etc), all travel/expense claims, journal entries, invoicing external clients, revenue remittance, stock requisitions, preparing courier paperwork, etc. Prepare all approved purchases and match paperwork with PO’s, System contracts, Visa purchases for Department files for filing. Reconcile monthly Procurement Card. Place High Value Purchase Orders on iProcurement, ensuring the correct number of quotes and supporting documentation are provided per university procedures and policies. This role is expected to liaise with suppliers (and/or Purchasing Services) regarding special requests and suggest University suppliers to faculty/staff, as well as know all purchasing rules and guidelines.

Additional tasks: prepare and enter journal entries to correct errors/make adjustments for trust funds, as well as prepare and bill Chemistry Stockroom supplies, Electronics Shop work, ETC, X-Ray Facility, and NMR to other units on campus. Assist with the administration of the Cambridge Crystallographic Data Centre UK, Canadian Division for 30 site licenses across Canada. Book travel and accommodations as needed. Prepare outbound courier paperwork as requested and assist the Administrative Officer with special projects.

Requirements

• Two year college diploma. Bachelor of Science Degree is preferred.
• One year of related experience in purchasing and/or accounting, knowledge of currency exchange.
• An understanding of academic programs, university policies and procedures, and administrative systems is an asset.
• Knowledge of the Cambridge Crystallographic Data Centre UK, Canadian Division
• A high level of diplomacy, tact, judgment
• The ability to multitask while maintaining a high quality of work.
• A high level of attention to detail, strong organizational skills, and proven ability to prioritize a challenging workload
• The ability to work effectively both independently and as part of a team
• Excellent oral and written communication skills are required.
• Preferred candidates will demonstrate an understanding of accounting policies and procedures.
• Candidates must have intermediate-level MS Word, Excel, Access, Adobe Acrobat, and Office 365. Experience with university financial regulations and software would be considered an asset.

Employee Type: Regular
Position Number: 10255021
Classification: USW, Local 4120 Salary: Band 3
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 09/12/2025
Closing Date: 09/19/2025