"Vendors and Records Management Specialist (Part-Time)"

Vendors and Records Management Specialist (Part-Time)

Working Title: Vendors and Records Management Specialist (Part-Time)

State Role Title: Administrative and Office Specialist III

Position Type: Part-time - Wage / Part-time Salaried

Position Status: Part-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Finance

Department: 100205 - Associate Controller - Operations

Pay Band: 3

Pay Rate: Hourly

Specify Range or Amount: $17.00 - $20.50 per hour

Beginning Review Date: 03/25/2026

The Office of Accounting Technology within the Office of Accounting Operations and Disbursements is accepting applications for a Part-Time Vendor and Records Management Specialist. This role supports accurate vendor data collection, vendor table maintenance, and general office duties, while also providing an opportunity to exercise independent judgment in reviewing tax documentation, ensuring regulatory compliance, maintaining accurate vendor records, and supporting tax reporting and audit-related processes. The position serves as a key resource to departments and vendors and contributes directly to the accuracy and compliance of university financial operations.

Duties and Responsibilities:

• Review and process vendor setup and changes, ensuring accuracy and completeness of documentation
• Independently review W-9s and other tax forms to determine proper entity and tax classification
• Ensure compliance with IRS regulations and university policies
• Identify discrepancies or missing information and follow up to resolution
• Serve as a resource to departments regarding vendor documentation and requirements
• Assist with 1099 processing and year-end reporting support
• Support vendor-related processes within the university's financial systems
• Recommend process improvements related to vendor record accuracy and compliance
• Scan and organize documents into an electronic filing system
• Learn accounting concepts, principles, and business processes to assist with budget reconciliation
• Perform additional tasks as needed to support the team
• Maintain confidentiality of financial and personal data according to university policy, state, and federal law
• Follow the Finance Office Ethics Statement and internal controls established by management
• This role may include additional duties as assigned to support the Finance Office team.

Qualifications:

Required Qualifications:

• Experience reviewing documentation for accuracy and compliance (e.g., vendor forms, tax documentation, or financial records)
• Experience working with financial or accounting systems and maintaining accurate data records
• Experience resolving data discrepancies or incomplete documentation using independent judgment
• Proficiency with computers and software applications, including Microsoft Word, Excel, and Outlook
• Typing and data entry skills with accuracy and efficiency
• Knowledge of administrative practices and procedures
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills to provide a welcoming environment
• Ability to process detailed work with accuracy and efficiency
• Ability to handle confidential and sensitive information responsibly
• Ability to work independently, prioritize multiple tasks, and demonstrate strong problem-solving skills
• Availability to work up to 29 hours per week during normal office hours (8:00 a.m. - 5:00 p.m., Monday-Friday), typically 5-8 hours per day

Additional Considerations:

• Experience working with databases and performing data entry
• Proficiency with advanced Microsoft Excel functions
• Knowledge of accounting concepts, principles, and business processes
• Ability to learn new technology applications quickly
• Previous office or administrative experience
• Experience with vendor management, accounting systems, or finance operations

This is a part-time, on-campus wage position with no benefits.

The role directly supports vendor management and financial operations, impacting compliance and audit-related processes.