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Job description

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UNIVERSITY LIBRARIES

PAYMENTS ASSISTANT - COLLECTION SERVICES (P3076)


Posted on: February 2, 2021
Deadline: February 15, 2021
Grade: LAC
Campus: SGW

Note

Repost.

Scope

Reporting to the Head, Acquisitions & Serials and under the supervision of the Acquisitions & Serials Supervisor, the incumbent provides support for acquisitions and payments processes in the library system and the University's financial system; creates and updates records, resolving discrepancies as required. He/she prepares and distributes collections spending reports and account overviews; monitors and ensures accuracy and consistency of information about payments in library databases, both external and internal; works on projects associated with records management and review; performs other duties as assigned.

Primary responsibilities

  • Perform duties of a specialized nature relating to payment operations, which include: verify and process invoices and statements for all types of library materials, resources and services in the University's financial system. Prepare expense reports. Verify and process invoices for materials and resources in the library system. Verify and process invoices in foreign currencies ("foreign payables") as well as bank transfers according to established procedures. Verify and process credit card payments and other authorized staff purchases in the library system and in the financial system. Prepare journal vouchers for fund transfers and tax rebates. Generate reports on payments and collections spending in the library system and the University's financial system. Verify accounts in the University's financial system. Post pay files containing invoice transactions in the library system. Prepare and distribute fund activity and other financial reports. Assist in maintenance of invoice and payment files.
  • Provide support for annual serials renewal and invoice verification processes. Work closely with acquisitions and serials staff, monitor deadlines, and handle corrections to invoices issued by agents.
  • Assist in the creation and maintenance of records in the library system following established procedures.
  • Communicate with Financial Services, and external publishers, vendors, and agents to resolve problems.
  • Collect and report work statistics, as required.
  • Recommend improvements in policies and procedures; participate in planning and carrying out special projects.
  • Participate in library or university committee work as required.
  • Perform other duties as assigned.

Requirements

  • Diploma of Collegial Studies (3 year DEC - technical program) in Library Technology, Finance, Accounting or Office Technology or in a related field and two (2) years of related work experience.
  • Sound knowledge of common office practice.
  • Excellent communication skills: Good spoken and written English (Level 4) in order to explain problems and procedures succinctly, and basic reading French (Level 3).
  • Minimum of one (1) year of experience with invoice processing, as well as with library and/or university accounts. Working knowledge of a Financial Information System, like Banner, an asset.
  • Demonstrated mastery of accounting procedures. Familiarity with concepts of accounts payable and sales tax in a library or other similar context.
  • Proven ability to plan, organize and prioritize own work, and to work efficiently on numerous tasks simultaneously and in respect of deadlines; effective attention to accuracy and detail.
  • Demonstrated initiative and problem-solving skills.
  • Proficiency with office technology; good knowledge (Intermediate level) of Microsoft Word, of Microsoft Excel (to produce and manipulate spreadsheets for basic financial and statistical information); of e-mail communications and of internet navigation.
  • Demonstrated excellent interpersonal skills, including courtesy, tact, good judgement, and professional comportment in dealing with other staff members, librarians, and external vendors.
  • Evidence of ability to learn new procedures and technologies, and adapt to changing procedures and technologies.
  • Ability to use a computer for uninterrupted work periods of 60-90 minutes.

Salary

$23.24 - $28.01 per hour

Union/Association

CULEU

Interested applicants must submit a curriculum vitae with a covering letter by February 15, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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