Payment Services Administrator

This position has an end date of May 17, 2027.

• *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.

Shared Services is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solves 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.

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.

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.
• High School Diploma supplemented by formal post-secondary training in Business, Accounting, or Financial Administration; 1–3 years of progressive experience in high-volume, complex financial environments.
• 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