Client Service Representative - Procurement and Accounts Payable

Department: LSD Business Support
Position covered by the Collective Agreement with USW Local 4120
 

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com) 

General Purpose

Laboratory Services is seeking a highly organized, client-service-oriented individual with a focus on detail and a continuous improvement mindset to fill the position of Client Service Representative – Procurement and Accounts Payable.

This position operates within the framework of University of Guelph purchasing policies and guidelines and is responsible for all purchasing and accounts payable activities for the division. The organization is an essential service, meaning it continues to operate during holidays and extreme weather conditions. As such, the position requires reporting to the office five days a week with no option for remote work. We prefer candidates with experience in a lab setting and a background in purchasing scientific equipment and services.

Duties and Responsibilities

• Ensuring accurate paperwork is completed for each purchase.
• Obtaining quotations for service contracts and acting as the main liaison between scientists, veterinarians, and vendors.
• Following up on purchases.
• Producing and expediting purchasing documents (RFPs, system orders, etc.) within required timeframes.
• Coding invoices and monitoring payables within the University Financial Reporting System (FRS) on a monthly basis.
• Where required, completing journal entries to correct coding errors.
• Administering and maintaining petty cash funds, ensuring petty cash audits are passed, and documenting exceptions for audit purposes.
• Compiling special reports, spreadsheets, and databases as required by the Financial Office and/or Managers.
• Performing other duties as assigned.

Requirements 

• Completion of a two-year community college program in Business or Accounting, plus a minimum of one year of related experience, or an equivalent combination of education and experience.
• Proficiency in handling confidential financial client information in accordance with accounting and purchasing practices and privacy regulations.
• Strong working knowledge of ORACLE, ACCESS, Windows, Excel, Word, Outlook, Office 365, and financial reporting systems (such as FRS).
• Ability to work efficiently in a high-volume, high-pressure environment, meeting strict deadlines with significant initiative and priority setting.
• Excellent customer service skills, effective communication (both oral and written) with internal/external clients and vendors, and acute attention to detail.
• Experience in a laboratory setting and/or with purchasing scientific equipment, services.
• Familiarity with purchasing policies and procedures in a university environment is considered an asset.
• Experience with inventory management systems is considered an asset.

Employee Type: Regular 
Position Number: 10484020 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 12/20/2024  
Closing Date: 12/27/2024