Payment Services Administrator

Competition 1533

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please login to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).     

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at Enterprise Square, Edmonton

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for Shared Services

Shared Services is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solve by collaborating with Centres of Expertise (centres providing strategic expertise and specialized services in specific functional areas), faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community.

We provide advice, guidance and leadership in process, quality and accuracy. Shared Services is a highly-educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for. Ultimately, we create a human, positive experience when it comes to problem-solving. The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building and ongoing learning opportunities.

Working as a Payment Services Administrator

Shared Services is seeking a smart, approachable, team-orientated individual to join the Finance Services, Payment & Compliance Services team in the position of Payment Services Administrator.

Payment Services Administrators are responsible for ensuring that vouchers and payments to external entities are accurate, appropriately supported, authorized and recorded to the general ledger in the relevant fiscal year.

The administrators act as liaisons between the end user (campus departments) and suppliers in resolving invoicing problems by providing information to either party as required and are in alignment with university policies, procedures, collective agreements/terms & conditions and applicable legislation.

The system within accounts payable is primarily governed by the financial policies and procedures published in the University of Alberta Policies and Procedures Online (UAPPOL) with strict financial controls developed by Shared Services - Financial Services and Finance, Procurement and Planning. The framework ensures the integrity of information in the University's financial systems and mitigates risk factors through the segregation of duties.

These standards must be administered to enable accurate transmission of data to the general ledger and for records to be easily retrievable by all university stakeholders and internal/external auditors through reports and queries.

Duties 

Reporting to the Supervisor, the incumbent will be responsible for:

• Master vendor record maintenance in PeopleSoft Financials: Request or enter new vendors; update or change existing vendor information; ensure no duplicate vendors exist; and manage the integration of vendor records into SupplyNet.
• Accounts payable transaction data entry: Enter supplier invoices into either SupplyNet or PeopleSoft Financials (as applicable); enter Payment Request transactions and Non-Employee Reimbursement transactions into PeopleSoft Financials; reconcile and ensure AP transactions post to the general ledger; and enter correction or adjustment vouchers.
• Monitor and resolve unpaid invoices in SupplyNet: identify and resolve closed speed codes/projects, and invoices pending receipt and/or pending approval.
• Issue and record online vendor payments (as applicable) and wire payments to foreign vendors.
• Manage vendor credits: deposit and record vendor refund cheques; ensure vendor credit balances are cleared in PeopleSoft Financials. 
• Manage paper and electronic records in accordance with university document retention/destruction procedures and schedules.
• Collaborate and work closely with other Payment Services Administrators, Finance Procurement and Planning and the Shared Services Staff Centre to ensure timely processing of vendor payments and response to inquiries.
• Cross-train and support additional tasks within the Payment Services and Compliance team, such as running
• AP pay cycles, cancelling/reissuing payments, withholding tax reporting and issuing income tax slips and WCB assessments.

Qualifications

• High School Diploma, plus post-secondary training in Business/Financial Administration
• 1-3 years of experience in data entry, file management and transaction-based entries
• Familiarity with Public Sector Accounting Standards would be an asset
• Experience with PeopleSoft Finance and upgrades
• Understand the rules and parameters of the Freedom of Information and Protection of Privacy Act (FOIP) and how it applies
• Solid working knowledge of MS Office (Excel, Word); Adobe Acrobat Pro; Gmail and Google documents
• High level of proficiency with PeopleSoft Financials, SupplyNet and applicable query and reporting tools
• A strong understanding of University of Alberta Policies and Procedures and the Financial Guide will be required for this role
• Accurate keyboarding skills; attention to detail with demonstrated flexibility
• Strong customer service skills; excellent interpersonal skills with the ability to clearly and kindly communicate to clients both verbally and in writing.
• Able to promote and work effectively in an integrated service culture
• Ability to effectively work with co-workers to build consensus and partnerships

The successful candidate must pass an Employment Security Clearance from either the Edmonton City Police Services or the Royal Canadian Mounted Police