Payments Assistant

University of Chicago•Austin, TX

22h•Onsite

About The Position

The University of Chicago Library, known as the guardian of one of North America's largest academic library collections, is redefining its role in a global knowledge ecosystem. The Library values open access, freedom of inquiry, and collaborative partnerships. It is committed to creating an innovative and respectful work environment that celebrates and develops staff. As part of the University of Chicago, employees have access to a wide array of benefits and programs, including comprehensive health plan options, wellness programs, disability insurance, continuing education opportunities, educational assistance plans, competitive retirement plans, and paid time off (vacation, personal, and university holidays). The Payments Assistant, under the general direction of the Supervisor, Library Materials Payments, is responsible for a broad range of tasks related to processing payments for library resources in all formats, including materials ordered by the East Asian and Law Libraries. This role acts as a liaison between the University Financial Services Office, the Library Technical Services team, and global Library vendors/suppliers. The position requires knowledge of Library and University policies and procedures, an understanding of the order life-cycle for all material types, and meticulous execution of duties to ensure data quality and integrity.

Requirements

High School Diploma or equivalent required.
Relevant work experience required.
Demonstrated knowledge of related data processing procedures and operations required.
Demonstrated proficiency in word processing, spreadsheet, and database software required.
Demonstrated ability to communicate clearly and effectively in writing.
Reading knowledge of at least one (1) non-English language required.
Familiarity with currency exchange rates and the ability to correctly identify different foreign languages required.
Ability to carry or lift loads of up to 25 lbs.
Ability to see, including depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
Ability to sit for 4 hours or more.
Ability to use computers extensively for 4 hours or more.
Ability to make repetitive wrist, hand, or finger movements.
Ability to operate equipment necessary to perform job.
Effective audio-visual discrimination and perception.
Ability to Use Standard Work Station Equipment.
Ability to Use Standard Office Equipment.
Must be able to type at least 40 words per minute.
Strong written communication skills required.
Strong interpersonal and verbal skills required.
Ability to establish and maintain relationships at all organizational levels.
Effective independent problem-solving and decision-making skills, as well as the ability to recognize and resolve/refer problems required.
Ability to identify and act in accordance with departmental priorities, and to exercise discretion and sound judgment in the execution of all duties required.
Ability to work effectively with supervisor, independently, and as a part of a team, and to plan, prioritize and complete work in a timely manner required.
Ability to use or learn a range of position-related software, web-based applications, and library and University systems required.
Strong attention to detail and accuracy as well as excellent organizational skills required.
Ability to read, interpret, and communicate complex instructions required.
Ability to perform multiple tasks accurately and simultaneously while handling frequent interruptions required.
Ability to manage duties with flexibility and adaptability as office procedures, policies processes, and technology change required.

Nice To Haves

Bachelor's degree preferred.
Previous experience in payments processing or accounting preferred.
Previous experience working in a library, particularly in acquisitions, preferred.
Experience searching in various bibliographic databases preferred.

Responsibilities

Process physical and electronic materials invoices for payment using the library management system (LMS), University Financial Services programs, and departmental spreadsheets, adhering to Library and University policies and procedures.
Import electronic Edifact vendor/supplier invoice data records into the LMS and perform manual invoice data entry.
Review invoices for accuracy and transmit invoice records to the University’s Financial Services Office by assigning a valid Oracle code.
Perform post-payment tasks, including managing invoice voucher and disbursement information, and maintaining invoice PDFs in a departmental archive.
Engage in vendor/supplier focused activities related to pre- and post-payment matters, including profile creation via the University’s Shared Services platform and PaymentWorks.
Respond to vendor/supplier inquiries and research/resolve complex issues such as duplicate billing, invoice inconsistencies, credit memos, or unsolicited/duplicate receipts.
Create reimbursement requests via GEMS and the LMS, ensuring correct allocation of COAs or PROJECTS in Concur.
Utilize and maintain various payment-related and departmental spreadsheets on Google, Box, and the Library’s shared drive for payment routines and departmental projects.
Assist with LMS regression testing and training new hires as needed.
Other duties as assigned.