Payment Services Administrator - University of Alberta, Edmonton

About this opportunity

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 at the university. 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 campus departments and suppliers in resolving invoicing problems while ensuring alignment with university policies, procedures, collective agreements, and applicable legislation.

Day-to-day

The administrator handles transaction processing, financial oversight, vendor relations, database integrity, and regulatory compliance tasks across enterprise financial systems.

• Execute accurate data entry for supplier invoices, Payment Requests, and Non-Employee Reimbursements using SupplyNet and PeopleSoft Financials.
• Reconcile AP transactions to the General Ledger and process correction or adjustment vouchers to maintain ledger accuracy.
• Monitor and resolve outstanding invoices in SupplyNet, specifically troubleshooting issues related to closed speed codes, pending receipts, and approval bottlenecks.
• 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.
• Manage the end-to-end lifecycle of vendor records in PeopleSoft, including new vendor creation, profile updates, and deduplication.
• Ensure seamless synchronization of vendor records between PeopleSoft Financials and SupplyNet.
• Process vendor refund cheques and ensure all credit balances are cleared and recorded accurately in PeopleSoft.
• Support critical fiscal activities including AP pay cycle runs, withholding tax reporting, and the issuance of income tax slips and WCB assessments.
• Administer paper and electronic records in strict alignment with University document retention and destruction protocols.
• Partner with Finance Procurement and Planning and the Shared Services Staff Centre to streamline workflows and provide professional responses to payment inquiries.
• Participate in cross-training initiatives to provide backup support for critical tasks, such as cancelling and reissuing payments and assisting with year-end reporting.

Who we're looking for

Candidates must meet specific educational, technical, and security standards to qualify for this Edmonton-based administration role.

• Minimum education is a Certificate in Business/Financial Administration; a diploma or degree in Business/Financial Administration or Accounting would be an asset.
• 3 to 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, along with 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 or the RCMP.

Why you'll love it here

Working within Shared Services at the University of Alberta offers a collaborative environment focused on career growth and employee well-being.

• This position offers a comprehensive benefits package.
• The 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.
• Join a close-knit community of smart, approachable people who collaborate, exchange knowledge, and identify solutions together.
• Benefit from ongoing learning opportunities, critical thinking skill development, and relationship-building support.