Payment Services Administrator

This position has a term length of 1 year plus 1 day.

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

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 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 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.

Transaction Processing & Financial Oversight

• Data Management: Execute accurate data entry for supplier invoices, Payment Requests, and Non-Employee Reimbursements using SupplyNet and PeopleSoft Financials.
• General Ledger Integrity: Reconcile AP transactions to the General Ledger (GL) and process correction or adjustment vouchers to maintain ledger accuracy.
• Issue Resolution: Monitor and resolve outstanding invoices in SupplyNet, specifically troubleshooting issues related to closed speed codes, pending receipts, and approval bottlenecks.
• Disbursements: Facilitate the issuance of online vendor payments and manage the complexities of international wire transfers for foreign vendors.
• Monitor for funds returned for incorrect or missing information or funds rejected by beneficiary banks and follow up with department initiators. Provide feedback to initiators in order to improve future requests, and note common mistakes to find potential solutions.

Vendor Relations & Database Integrity

• Master Vendor Maintenance: Manage the end-to-end lifecycle of vendor records in PeopleSoft, including new vendor creation, profile updates, and deduplication.
• System Integration: Ensure seamless synchronization of vendor records between PeopleSoft Financials and SupplyNet.
• Credit Management: Process vendor refund cheques and ensure all credit balances are cleared and recorded accurately in PeopleSoft.

Compliance, Records & Strategic Support

• Regulatory Compliance: Support critical fiscal activities including AP pay cycle runs, withholding tax reporting, and the issuance of income tax slips and WCB assessments.
• Information Management: Administer paper and electronic records in strict alignment with University document retention and destruction protocols.
• Stakeholder Collaboration: Partner with Finance Procurement and Planning and the Shared Services Staff Centre to streamline workflows and provide professional responses to payment inquiries.
• Team Synergy: Participate in cross-training initiatives to provide backup support for critical tasks, such as cancelling/reissuing payments and assisting with year-end reporting.
• Track common issues and make recommendations on policy or structural changes that could address these issues. 

• Minimum education is a Certificate in Business/Financial Administration; a diploma or degree in Business/Financial Administration or Accounting would be an asset.
• 3-5 years of previous accounting and finance experience in a large, complex business environment. 
• Proficiency in Accounting and ERP Systems such as PeopleSoft Financials, SupplyNet, and query/reporting tools for data analysis.
• Advanced knowledge of MS Office (Excel, Word), Adobe Acrobat Pro, and Google Workspace; must possess accurate, high-speed keyboarding skills.
• Exceptional written and verbal communication skills with a proven ability to build consensus and partnerships in an integrated service culture.
• Demonstrated ability to work independently, exercise sound judgment, and maintain extreme attention to detail under tight deadlines.
• Must be able to pass an Employment Security Clearance from the Edmonton Police Service (EPS) or the RCMP.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.