Payments Assistant

University of Chicago•Hyde Park, IL

1d•Onsite

About The Position

Under the general direction of the Supervisor, Library Materials Payments, the Payments Assistant is responsible for a wide range of tasks related to the payment of invoices received for library resources in all formats, including materials ordered by the East Asian and Law Libraries. The Payments Assistant serves as a liaison between the University Financial Services Office, the Library Technical Services team, and global Library vendors/suppliers. Payments Assistant responsibilities require not only knowledge of Library and University policies and procedures and an understanding of the order life-cycle for all types of materials, but also detailed and precise 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.

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, according to Library and University policies and procedures, including the import of electronic Edifact vendor/supplier invoice data records into the LMS, as well as manual invoice data entry.
Review invoices in process for accuracy and facilitate the transmission of invoice records to the University’s Financial Services Office via the assignment of a valid Oracle code.
Perform post-payment tasks related to invoice voucher and disbursement information, and the maintenance of invoice PDFs in a departmental archive.
Vendor/supplier focused activities related to pre- and post-payment related matters such as profile creation via the University’s Shared Services platform and PaymentWorks, responding to vendor/supplier inquiries, researching/resolving complex problems related to duplicate billing, invoice inconsistencies, credit memos, or unsolicited or duplicate receipts, and general payment issues.
Create reimbursement requests via GEMS and the LMS, including the allocation of the correct COAs or PROJECTS in Concur.
Use and maintain several payment-related and departmental spreadsheets on Google, Box and the Library’s shared drive in conjunction with various payment routines and departmental projects.
Other duties as assigned, including but not limited to assisting with LMS regression testing and the training of new hires.