{"id":1651650,"url":"https://alion.io/job/mcgill-university-documentation-technician","title":"Documentation Technician","company":{"id":5757,"name":"McGill University","domain":"mcgill.ca","url":"https://alion.io/company/mcgill","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":95,"open_postings":10,"ghost_share":0,"stale_share":0.4,"repost_share":0,"time_to_fill_p50_days":14,"computed_at":"2026-10-21T05:46:15Z"}},"role":"Field & Service","role_family":"Field & Service","seniority":"middle","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"posting_text","remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Sherbrooke, Canada"],"countries":["CA"],"hiring_countries":["CA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":37000,"max_usd":61000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":11},"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"closed","first_seen_at":"2026-10-01T00:00:00Z","employer_posted_date":"2026-10-01","last_verified_at":"2026-10-20T05:30:34Z","board_verified":false,"closed_at":"2026-10-20T05:30:34Z","days_open":19,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":19},"description":"Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.\nIf you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).\nHiring Unit:\nMcGill Librairies (Collection Services - Collection Development)\nPosition Summary:\nUnder 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.\nMajor Duties and Responsibilities:\nMaintains 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.\nReviews 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.\nPerforms detailed accounting checks on invoice amounts, currency conversions, taxes, discounts, and shipping charges to ensure financial accuracy prior to approval.\nSearches for, and verifies, book and journal bibliographic information using a variety of sources.\nTransmits the invoice feed to Banner Accounting on a bi-weekly schedule, ensuring timely and accurate financial reporting.\nInitiates 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.\nConducts tax verification and compliance checks on all payable transactions, ensuring adherence to applicable tax regulations.\nReconciles PCard transactions, verifying supporting documentation and ensuring compliance with institutional purchasing guidelines.\nUploads all Procurement documents to Minerva, facilitating timely processing and payment of invoices.\nPrepares and submits documentation for wire and bank transfers, entering payment details accurately in the Libraries’ acquisitions system and coordinating with relevant departments.\nPerforms regular account reconciliation for assigned funds, ensuring expenditures align with budget allocations and identifying discrepancies for follow-up.\nMonitors outstanding encumbrances, open purchase orders, and unprocessed invoices to support accurate budgeting and financial forecasting.\nSupports fiscal year-end and year-start financial activities, including accruals, budget rollovers, invoice cutoffs, and reconciliation tasks.\nReviews and responds to inquiries received through shared departmental inboxes, processes purchase requests, and maintains communications with vendors.\nProvides cross-functional support during peak operational periods, such as assisting with course reserves or other departmental priorities.\nLiaises with internal stakeholders and external vendors to resolve discrepancies, ensure timely payments, and maintain positive supplier relationships.\nEnsures compliance with university procurement and financial policies, contributing to audit readiness and operational efficiency.\nThe 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.\nOther Qualifying Skills and/or Abilities:\nDEC (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.\nAs one of Montreal's Top Employers, here is what we offer:\nCompetitive benefits package (Health, Dental, Life Insurance) (if eligible)\nDefined contribution pension plan (with employer contribution up to 10%) (if eligible)\nGroup Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)\nCompetitive vacation policy\nTwo (2) personal days\nTwo (2) floating holidays\nNine (9) \"Summer Fridays\" - paid days off between the St-Jean Baptiste holiday and Labour Day\nPaid time off over the December holiday period\nTuition waiver for regular employees and their dependents\nUp to two (2) days of remote work per week where the position permits\nBefore 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.\nKnowledge 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.\nFor a definition of our language proficiency levels, please clickhere.\nMinimum Education and Experience:\nDEC III - Documentation and Library Systems 4 Years Related Experience /Hourly Salary:\n(MUNACA Level G) $31.19 - $38.65Hours per Week:\n35 (Full time)Supervisor:\nCollection Development ManagerPosition End Date (If applicable):\nDeadline to Apply:\n2026-10-16McGill 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, .","description_format":"text","description_chars":7448,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"French","level":"All levels","optional":false},{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":["Equity","Life insurance","Retirement plans"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Fitness","Higher Education"],"lifecycle":[{"event":"open","at":"2026-10-02T00:25:56Z"},{"event":"close","at":"2026-10-20T05:30:34Z"}],"visa":[],"liveness":null,"pay":null,"html_url":"https://alion.io/job/mcgill-university-documentation-technician","json_url":"https://alion.io/job/mcgill-university-documentation-technician.json","meta":{"generated_at":"2026-10-21T14:57:23Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":21306,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-22T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":5757},"rest":"https://alion.io/mcp/rest/get_company?id=5757"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmcgill-university-documentation-technician"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmcgill-university-documentation-technician"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmcgill-university-documentation-technician"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/mcgill-university-documentation-technician\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmcgill-university-documentation-technician"}]}