Payment and Reimbursement Administrator

Job Responsibility:

Payment and Reimbursement Administrator

Payment and Reimbursement Administrator

Primary Purpose: The Payment and Reimbursement Administrator provides high quality and efficient financial data processing and support and contributes to an effective, collaborative, service-orientated work environment to assist the university in achieving its teaching and research goals.

Nature of Work: Reporting to the Manager, Payment and Reimbursement Services, the Payment and Reimbursement Administrator is an experienced, partner-focused professional who contributes to service-oriented financial administrative services and the continued enhancement of shared services at USask. This position maintains professional working relationships with a diverse group of partners. This Administrator plays a key role in a dynamic, partner-facing environment at USask. This position demands efficient task management, accurate data entry, the ability to work independently in a complex setting with tight deadlines, and skillful workflow planning to meet varying demands, peak periods, and unexpected challenges. This position operates across multiple complex systems and processes; requires professional and independent judgement to determine the appropriate course of action.

Typical Duties or Accountabilities:

• Process travel and non-travel reimbursements for the campus community ensuring the requests align with the university policies and guidelines.
• Process Journal Vouchers (JV's) requested by the campus community.
• Answer university-related expense and reimbursement questions (eligibility of expenses, navigating processes, interpreting policy, etc.) and resolve issues including those for travel, non-travel, hospitality, and professional funds.
• Review monthly PCard transactions to ensure all required documentation is attached and in accordance with Procurement policies and guidelines.
• Accountable for processing invoices for payment, while completing the following:
  • Review and reconcile discrepancies between purchase orders and invoices while proactively working with partners to resolve any non-conforming issues.
  • Ensure tax is properly accounted for, including self-assessing GST and PST as required, as well as ensuring the proper GST rebate is received.
  • Determine when non-resident withholding tax is applicable and work with vendors and partners to meet requirements.
  • Work with partners to process payments via the most appropriate method.

• Work closely with the Procurement team as part of the Procure to Pay cycle to ensure the transition through the cycle is seamless for the partner
• Ensure proper approvals are in place for all transactions.
• Ensure backup is submitted and retained for all transactions.
• Respond to transactional financial inquiries by accessing and entering information using financial and/or human resource systems, software applications, and technical support tools.
• Actively collaborates with colleagues and stakeholders (Functional Central Offices/Centres of Excellence, Strategic Business Advisors, Administrative Networks, Colleges/Units, and other ConnectionPoint teams) to ensure seamless and efficient resolution and/or routing of financial inquiries and associated administrative processing.
• Reduce risk to university assets and reputation by remaining current with and adhering to university policies, guidelines and processes, collective agreements, and relevant legislation that may have an impact on the procure to pay and travel management functions.
• Contribute to partner experience and process improvements by providing technology and process feedback to the Manager and internal stakeholders to improve ConnectionPoint administrative services and operations.
• Contribute to continually improving processes for the team and bringing innovative ideas forward with a continuous improvement mindset.
• Assist with peer-to-peer training, with guidance from the Team Lead and/or Manager.
• Work effectively with other offices (FCO, SBA's, and Colleges/Units).
• Perform other related duties as required.

Education: Completion of a post-secondary program in accounting. An equivalent combination of applicable education and experience may be considered for this position.

Experience: 1-2 years of related financial experience within a customer-orientated workplace.

Skills:

• Effective interpersonal and communication skills, both written and verbal; highly effective public and customer relations skills, including the ability to provide timely and courteous service with a tactful and firm approach.
• Effective relationship-building skills.
• Ability to work independently and collaboratively with internal and external stakeholders.
• Proficient with computer information and processing systems used such as the University of Saskatchewan Finance System (Banner), Travel and Expense System (Concur), Human Resource Information System (AboutUS), and software programs and applications (e.g. SharePoint Online, Microsoft Office).
• Demonstrated understanding and working knowledge of accounts payable and general ledger systems and the ability to process and reconcile financial transactions. Demonstrated understanding of provincial (PST) and federal (GST) tax rules as well as non-resident withholding taxes.
• Demonstrated understanding of methods of payments in addition to cheques, such as electronic funds transfers (EFTs), wire payments, and Visa Payables Automation.
• Working knowledge of the Procure to Pay cycle.
• Proven problem-solving abilities; confidence to make decisions and the ability to communicate them as appropriate.
• Demonstrated accuracy in data entry, the ability to multitask, and maintain attention to detail.
• Strong customer service orientation, excellent communication skills, and effective relationship-building capabilities.
• Demonstrated experience working in case management systems will be considered an asset.
• Experience working in a diverse and inclusive environment.

Department: ConnectionPoint Status: Term 1 year with the possibility of extension or becoming permanent Employment Group: CUPE 1975 Shift: Mon to Fri, 8:00 to 4:30 Full Time Equivalent (FTE): 1.0 Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience. Salary Family (if applicable): Operational Services Salary Phase/Band: Phase 4 Posted Date: 7/24/2024 Closing Date: 8/14/2024 at 6:00 pm CST Number of Openings: 1 Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan's main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.