Documentation Technician

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Hiring Unit:

McGill Librairies (Collection Services - Collection Development)

Position Summary:

Under the supervision of the Manager, Collection Development, the Documentation Technician, supports the acquisition and processing of library materials across all formats. Ensures that materials are acquired efficiently and according to the institution rules and policies and are accurately recorded in library systems, and made available to users in a timely manner.

Major Duties and Responsibilities:

• Maintains accurate, well-organized records of all acquisitions-related transactions, including purchase orders, invoices, payment confirmations, and vendor correspondence, ensuring transparency, traceability, and compliance with library procurement procedures.
• Reviews and verifies invoice details in the Libraries’ acquisitions system (WMS), ensuring accurate data entry and alignment with order records to support timely and error-free payment processing.
• Performs detailed accounting checks on invoice amounts, currency conversions, taxes, discounts, and shipping charges to ensure financial accuracy prior to approval.
• Searches for, and verifies, book and journal bibliographic information using a variety of sources.
• Transmits the invoice feed to Banner Accounting on a bi-weekly schedule, ensuring timely and accurate financial reporting.
• Initiates and maintains vendor records by requesting new vendor codes in Banner and updating supplier information in the Libraries’ acquisitions system, in compliance with institutional procurement policies.
• Conducts tax verification and compliance checks on all payable transactions, ensuring adherence to applicable tax regulations.
• Reconciles PCard transactions, verifying supporting documentation and ensuring compliance with institutional purchasing guidelines.
• Uploads all Procurement documents to Minerva, facilitating timely processing and payment of invoices.
• Prepares and submits documentation for wire and bank transfers, entering payment details accurately in the Libraries’ acquisitions system and coordinating with relevant departments.
• Performs regular account reconciliation for assigned funds, ensuring expenditures align with budget allocations and identifying discrepancies for follow-up.
• Monitors outstanding encumbrances, open purchase orders, and unprocessed invoices to support accurate budgeting and financial forecasting.
• Supports fiscal year-end and year-start financial activities, including accruals, budget rollovers, invoice cutoffs, and reconciliation tasks.
• Reviews and responds to inquiries received through shared departmental inboxes, processes purchase requests, and maintains communications with vendors.
• Provides cross-functional support during peak operational periods, such as assisting with course reserves or other departmental priorities.
• Liaises with internal stakeholders and external vendors to resolve discrepancies, ensure timely payments, and maintain positive supplier relationships.
• Ensures compliance with university procurement and financial policies, contributing to audit readiness and operational efficiency.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

DEC (Documentation and Library Systems, Library Technician diploma) or equivalent experience required. Diploma or coursework in Office Administration, Accounting, Business Administration, or Procurement is an asset. A combination of education and relevant experience may be considered. Training or certification related to financial processing, bookkeeping, or records management is an asset. Ability to maintain a high level of accuracy and attention to detail in all financial and acquisitions-related tasks. Must meet deadlines consistently while managing multiple requests in a fast-paced, high-volume environment. Strong experience working with financial systems, acquisitions platforms, or procurement workflows (e.g., WMS, Banner, Minerva, Crystal Report).Proven ability to reconcile accounts, verify financial information, and identify discrepancies quickly and effectively. Must be able to communicate clearly and professionally with vendors, internal departments, and colleagues to resolve issues. Strong grasp of basic accounting principles, tax compliance, and procurement procedures. Familiarity with bibliographic records is an asset. Experience with vendor platforms or e-resource ordering tools is an asset. Fluency in both French and English, spoken and written, is required, and proficiency in additional languages is a plus. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (3) on a scale of 0-4.

For a definition of our language proficiency levels, please clickhere.

Minimum Education and Experience:

Hourly Salary:

Hours per Week:

Supervisor:

Position End Date (If applicable):

Deadline to Apply:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].