Payments Assistant

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.

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.

Responsibilities require knowledge of Library and University policies and procedures and an understanding of the order life‑cycle for all types of materials, and detailed and precise execution of duties to ensure data quality and integrity.

• 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 matters such as profile creation via the University’s Shared Services platform and Payment Works, 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.

• 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, and technology change required.

• High School Diploma or equivalent required.
• Bachelor’s degree preferred.

• Relevant work experience required.
• Previous experience in payments processing or accounting preferred.
• Previous experience working in a library, particularly in…