Payment Services Administrator

Competition 2351

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square, Downtown, 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 the 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.

Position Summary

Shared Services is seeking a smart, approachable, team-oriented individual to join the Finance Services, Payment & Compliance Services team in the position of Payment Services Administrator. Payment Services Administrators are responsible to ensure 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 a liaison 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 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 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 

• 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.
• Communicate in writing with university clients and vendors, and provide excellent customer service through the online ESM, Freshservice.
• 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.
• Monitor and resolve unpaid invoices in SupplyNet: identify and resolve closed speed codes/projects, 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 Accounts Payable paper and electronic records in accordance with the 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
• Effectively communicate on Accounts Payable matters

Minimum Qualifications

• High School Diploma
• 1-3 years of accounts payable experience
• Solid working knowledge of MS Office (Excel, Word); Adobe Acrobat Pro; Gmail and Google Docs. Attention to detail with demonstrated flexibility 
• Strong customer service skills
• Accurate keyboarding skills
• High level of proficiency with Accounting Software and applicable query and reporting tools
• Excellent written and verbal communication and interpersonal skills 
• Able to promote and work effectively in an integrated service culture 
• Ability to effectively work with co-workers to build consensus and partnerships

Preferred Qualifications

• Post-secondary training in Business/Financial Administration is an asset. A combination of relevant experience and education will be considered
• Previous accounting and finance experience in a large, complex business or public sector environment
• Proficient use of PeopleSoft Financials and SupplyNet
• Knowledgeable with Public Sector Accounting Standards
• Understanding of FOIP Legislation (as it applies)

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