Payments Assistant

Payments Assistant

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. As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and 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. 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.

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.

Competencies

• 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.

Additional Responsibilities

Education, Experience, or Certifications:

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

Experience:

• Relevant work experience required.
• 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.

Technical Knowledge and Skills:

• 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.

Working Conditions and Physical Requirements:

• Office environment.
• 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.

Pay Range:

• $19.45- $22.71 per hour

Required Documents:

• Resume
• Cover Letter

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type

Hourly

Pay Range

$19.45 - $22.71

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Scheduled Weekly Hours

37.5

Union

024- Local 743, I.B.T. Clerical

Job is Exempt

No

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Date

2026-04-24

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call View phone number on click.appcast.io or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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