Job Description

DescriptionThis position is a part of the Non-Academic Staff Association (NASA).The department is hiring 2 Customs, Travel and Compliance Specialists.This position offers a comprehensive benefits package which can be viewed at: .Location - This role is in-person at North Campus Edmonton.Working at the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, M\xc3\xa9tis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.Your work will have a meaningful influence on a fascinating cross-section of people \xe2\x80\x94 from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .Working for Finance, Procurement and PlanningFinance, Procurement and Planning is responsible for financial reporting, resource planning, procurement, investments & treasury, and risk management & insurance. We have a team of service partners who work closely with the faculties, units and staff across the institution to provide excellent client service.Our Procurement team is responsible for the purchase of goods and services, contract management, vendor management, customs services, travel management, equipment services, compliance, risk and insurance.PositionThe Customs, Travel and Compliance Specialists report to the Manager of Procurement and Contract Management within Finance Procurement and Planning.These positions are one of three roles that are responsible for managing the daily activities relating to Customs Clearance, Travel Management and Compliance Services.The three units are independent of each other and require daily review, processing and support by a team of individuals to ensure continuity throughout the organization and the safeguarding of University assets and reputation.Customs Services is a centralized service that coordinates the import and export of product and equipment and freight forwarding on behalf of all University faculties, departments and units. The objective of this unit is to effectively and efficiently move trans-border products and equipment from and to the University of Alberta globally. The unit realizes cost savings through best practices, minimizes risk by instituting legislative requirements and know-how, remains compliant with the Administrative Monetary Penalty Systems (AMPS) pertaining to Canada Border Security Agency (CBSA) regulations and ensures risk associated with the University\xe2\x80\x99s reputation is considered and managed at all times.These positions are responsible to ensure foreign transactions satisfy legislative obligations pertaining not only to customs, but to the health and safety of the public, animals and the environment. The specialists require a comprehensive understanding of all applicable legislation, regulations, permits, policies and procedures as they apply to the unique needs of each educational, research and support unit. In addition, the specialists respond to inquiries relating to the Customs program from across the University and from foreign suppliers.Travel Management provides the University of Alberta with economical, efficient and effective travel products and services to meet the needs of the diverse campus community. This portion of the role ensures that all financial transactions are monitored daily, reconciled to each unit/department, balanced against the general ledger and are compliant with University Policy and Procedures. This includes the reconciliation of the Central Pay card for all airfare bookings and the processing of all hotel bookings processed through the HAP process (Hotel Authorization Program). In addition, the specialists respond to inquiries relating to the Travel Management program.The Compliance Services portion of the role provides daily support to the Senior Compliance Coordinator. The Senior Compliance Coordinator allocates work activities including cash advance reconciliation, central compliance review of University issued Purchasing Cards purchases (PCards), review of auto approved travel & expense claims and review of data received from the central data warehouse (PAIR) that requires additional follow up. The specialist is required to identify anomalies within the claim, follow up with the claimant, obtain additional supporting documentations, assist to correct the anomaly and when required, elevate fraudulent or non-compliant claims internally to the Senior Compliance Coordinator, the Director and/or Internal Audit.The Specialists are required to retain accurate and complete records of each process identified above. Additional requirements include ensuring all financial interfaces for customs, freight and travel transactions are current, balanced and accurately reported for year end.The specialist maintains monthly and yearly statistics for all three units.Duties

• Stewardship of the administrative process for Customs, Travel and Compliance on behalf of the University of Alberta.

Customs

• Coordinates the import and export of product and equipment
• Manages the UofA agreement with the University brokerage company
• Obtains permits and licenses that allow product and equipment to be exported and imported
• Ensures all transactions are compliant with Canadian and International legislation
• Reviews and prepares all export documents
• Provide oversight and direction for foreign duties and taxes
• Oversight of temporary export and application of a CARNET
• Reconciles duty and taxes back to the department
• Manages risk associated with permits, legislation, duty, and taxes and inaccurate representation of product and equipment
• Participates in the development, implementation, and revision of policies and procedures as necessary to assist the departments and clients by defining requirements while reflecting best practices.

Travel

• Monthly reconciliation of charges associated with Airfare Travel booked through the University Travel Agent
• Reconciliation of expenses related to hotel bookings
• Respond to inquiries related to travel-related processes

Compliance

• Review of travel and expense claims to confirm compliance with all applicable policies, procedures and grant applications
• Review of Credit Card purchases to ensure compliance with all applicable policies, procedures and grant applications
• Regular interaction through email, chat and phone with claimants. Request additional supporting documentation and provide clear direction to them
• Can provide policy exceptions when feasible, supported and justified
• Escalation of fraudulent claims to Internal Audit

These positions support the campus community by:

• Ensuring compliance with all legislative requirements
• Processing paperwork and payments
• Providing clear advice and direction
• Escalating non-compliant activities

Minimum Qualifications

• Relevant 2-year diploma/ certificate with 1-3 years of accounting experience
• Minimum 2-5 years of experience in a supply chain environment with working knowledge of the Customs Act, Travel & Expense processes and compliance issues
• Certified Customs Specialist (CCS) or Certified Trade Compliance Specialist (CTCS) designation is required

Preferred Qualifications

• Excellent communication and interpersonal skills
• Strong organizational, written and communication skills
• Experience with PeopleSoft Financials in a public sector environment would be an asset
• Working knowledge of Financial activities, e.g. GST/HST, duty and tax
• Basic understanding of Travel and Expense, Credit Card and Procurement processes at the University of Alberta. This includes PeopleSoft financial management tools, reconciliation processes and University of Alberta policies and procedures UAPPOL).
• Ability to effectively work within a team environment to build consensus and partnerships
• Critical thinking, analytical and problem-solving skills
• Able to operate in a large complex organization and act decisively to exercise high initiative and judgement on a wide range of topics
• Ability to identify risk and implement mitigation strategies
• Solution-focused
• Has the ability to adapt to multiple priorities throughout each day

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, M\xc3\xa9tis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.Note: This opportunity will be available until midnight May 3, 2024, Edmonton, Alberta local time.

University of Alberta