The Vendor Maintenance Specialist maintains the PeopleSoft vendor file, maintains W-9 files for all vendors and individuals, trains campus users on accessing the vendor file, and provides other services that lay the foundation for doing business with the community. Helps train campus users on the SOARFIN system’s procurement card transaction module.
Primary Duties and Responsibilities
Maintains the PeopleSoft vendor file. Inputs new vendors and maintains all active vendors. Determines vendor classification for reporting purposes to the IRS. Acts as the liaison between A/P and Purchasing regarding vendor file issues. Checks the Excluded Parties List System before adding any new vendor to the system, and also verifies 1099 vendors to the IRS website for correct TIN or EIN numbers before adding to the vendor file. Corresponds with vendors and individuals regarding W-9 requirements and maintains W-9 files for all vendors and individuals. Scans and attaches all W-9’s into the vendor file in SOARFIN. Trains and assists campus from all campuses in the navigation and use of the vendor file.-
Assists procurement cardholders when a vendor denies a purchase by investigating the reason for denial such as exceeding their single transaction amount, exceeding monthly credit line, or unallowable charges. Increases single transaction limit/monthly limit when procurement card administrator or procurement card specialist is out of the office.
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Sets up end users in the P-Card system allowing individuals to reconcile their daily procurement card transactions. This entails establishing their user access, setting up their account and approval filters to make sure transactions are charged to the correct budget strings. Trains new P-Card users in the program as needed and assists the P-Card Administrator and P-Card Specialist with keeping training material ready to distribute for training sessions as needed.
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Assists in answering the telephone, greeting incoming traffic, directing calls to proper person within Procurement and Contract Services.
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Assists with audits of P-Card transactions for adherence to University policies and state mandated laws, ensuring a timely completion of these duties. Notifies new and existing procurement cardholders of new cards when they are ready for pick up in the Procurement office. Assists with other P-Card program duties as needed in the absence of the P-Card Administrator and P-Card Specialist.
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Performs other duties as assigned.
Minimum Qualifications
High school diploma or general education degree (GED) and one year of office experience to include detailed data input.
Knowledge, Skills & Abilities
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Knowledge and understanding of business/office practices, and the PeopleSoft accounting system.
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Knowledge of IRS code as it relates to 1099 reporting and independent contractors, and IRS tax identification number matching.
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Ability to identify and resolve discrepancies in documents or numeric data.
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Basic knowledge of Microsoft Excel, and the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
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Ability to speak effectively before groups of customers or employees of the organization, to work with fundamental mathematical concepts such as multiplication and division, addition, and subtraction, and to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
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Ability to define problems, collect data, establish facts, and draw valid conclusions.
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Ability to effectively present information and respond to questions from groups of managers, clients, and customers.
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Ability to communicate and interact effectively with a diverse group of people.
Preferred Qualifications
Experience in higher education or governmental operations. Associate’s degree.
About The University of Southern Mississippi
The University of Southern Mississippi (USM) is a comprehensive public research institution delivering transformative programs on campuses in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. Founded in 1910, USM is one of only 131 universities in the nation to earn the Carnegie Classification of Institutions of Higher Education's "R1: Doctoral Universities - Very high research activity" designation, and its robust research enterprise includes experts in ocean science and engineering, polymer science and engineering, and large event venue safety and security, among others. USM is also one of only 37 institutions in the nation accredited in theatre, art and design, dance and music. As an economic driver, USM generates an annual economic impact of more than $600 million across the state. USM welcomes a diverse student body of more than 14,000, representing 71 countries, all 50 states, and every county in Mississippi. USM students have collected four Truman Scholarships and 37 National Science Foundation Graduate Research Fellowships, while also leading Mississippi with 27 Goldwater Scholarships, an honor that recognizes the next generation of great research scientists. Home to the Golden Eagles, USM competes in 17 Division I sports sponsored by the National Collegiate Athletic Association (NCAA). For more information, visit www.usm.edu.
As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.
