Payment Services Administrator

at  University of Alberta

Department Vice-President Finance & Administration - Shared Services Finance Services
Salary range $47,918.92 to $64,697.48
Hours per week 35
Grade 7
Posted date September 26, 2024
Closing date October 11, 2024
Position Type Full Time - Operating Funded

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.

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

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.