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Vendor Maintenance Specialist

Company: University of Southern Mississippi
Location: Hattiesburg
Posted on: May 19, 2023

Job Description:

Vendor Maintenance Specialist

The University of Southern Mississippi is currently accepting applications for the position of Vendor Maintenance Specialist.

Position Details


118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States

Procurement and Contract Services

Position Type

Employment Status
Full Time

Grant Funded

Pay Grade


Posting Close Date
Open Until Filled

Special Instructions to ApplicantsPlease submit Cover Letter, Resume and References. Candidates who apply within the first 10 days of posting will receive first consideration.

Job Summary
The VendorMaintenance Specialist maintains the PeopleSoft vendor file, maintains W-9files for all vendors and individuals, trains campus users on accessing thevendor file, and provides other services that lay the foundation for doingbusiness with the community. Helps train campus users on the SOARFIN system's procurementcard transaction module.

Primary Duties and Responsibilities

  • Maintains the PeopleSoftvendor file.Inputs new vendors andmaintains all active vendors. Determines vendor classification for reporting purposes to the IRS.Acts as the liaison between A/P andPurchasing regarding vendor file issues. Checks the Excluded Parties ListSystem before adding any new vendor to the system, and also verifies 1099vendors to the IRS website for correct TIN or EIN numbers before adding tothe vendor file.Corresponds withvendors and individuals regarding W-9 requirements and maintains W-9 filesfor all vendors and individuals.Scansand attaches all W-9's into the vendor file in SOARFIN.Trainsand assists campus from all campuses in the navigation and use of thevendor file.
  • Assists procurementcardholders when a vendor denies a purchase by investigating the reason fordenial such as exceeding their single transaction amount, exceeding monthlycredit line, or unallowable charges. Increases single transaction limit/monthlylimit when procurement card administrator or procurement card specialist is outof the office.
  • Sets up end users inthe P-Card system allowing individuals to reconcile their daily procurementcard transactions.This entails establishingtheir user access, setting up their account and approval filters to make suretransactions are charged to the correct budget strings.Trains new P-Card users in the program asneeded and assists the P-Card Administrator and P-Card Specialist with keepingtraining material ready to distribute for training sessions as needed.
  • Assists in answering the telephone,greeting incoming traffic, directing calls to proper person withinProcurement and Contract Services.
  • Assists with audits of P-Cardtransactions for adherence to University policies and state mandated laws,ensuring a timely completion of these duties.Notifies new and existing procurementcardholders of new cards when they are ready for pick up in the Procurementoffice.Assists with other P-Card programduties as needed in the absence of the P-Card Administrator and P-CardSpecialist.
  • Performs other duties as assigned.

    Minimum Qualifications

    Highschool diploma or general education degree (GED) and one year of officeexperience to include detailed data input.

    Knowledge, Skills & Abilities
  • Knowledge and understanding of business/office practices, and the PeopleSoft accounting system.
  • Knowledge of IRS code as it relates to 1099 reporting and independent contractors, and IRS tax identification number matching.
  • Ability to identify and resolve discrepancies in documents or numeric data.
  • Basic knowledge of Microsoft Excel, and the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • 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.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to effectively present information and respond to questions from groups of managers, clients, and customers.
  • Ability to communicate and interact effectively with a diverse group of people.

    Preferred Qualifications

    Experiencein 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.

Keywords: University of Southern Mississippi, Hattiesburg , Vendor Maintenance Specialist, Professions , Hattiesburg, Mississippi

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