VENDOR SUPPORT SPECIALIST
Business Office
POSITION SUMMARY
Reporting to the Assistant Controller for Disbursements, the Vendor Support Specialist will be responsible for the receipt, tracking and entry of vendor information accurately and promptly. The candidate will also be responsible for the College’s cashiering needs and all aspects of accounting related to this function. The Vendor Support Specialist will work closely with the Assistant Controller for Disbursements to build an appropriately structured procurement function for the College. In addition, the candidate will be responsible for frequent interaction with students, parents and other Occidental College employees.
SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS
· Receives, validates, and enters accurate and complete vendor information into the Ellucian Banner System by conducting payables and vendor research (Examples: obtain W-9s or W-8BENs, audit vendor statements, validate TIN through IRS TIN Matching system, research for debarment, etc.).
· Keeps complete and accurate vendor data files by contacting vendors and other departments to maintain updated vendor information.
· Develops, organizes, and archives vendor forms and information.
· Identifies duplicate or inactive vendors, miscoded vendor classes and income codes and opportunities for electronic payment (ACH or P-card).
· Determines if the vendor addition fulfills IRS 1099 reporting requirements.
· Sets up and maintains all vendors with commodity codes.
· Works with the Assistant Controller for Disbursements and Accounts Payable Specialist to create and maintain a preferred vendor list as well as bidding solicitations (RFPs.)
· Contributes ideas and actions towards the continuous improvement of vendor maintenance related processes within area of influence.
· Accepts and posts payments and deposits to student accounts and various miscellaneous department deposits.
· Prepares deposits for armored pick up in accordance with approved and accepted accounting and business practices.
· Maintains control over in-house cash balance, including preparation of daily balancing reports and ordering currency from the bank.
· Balances cash drawer daily by performing daily cash counts at the beginning and ending of each cashiering session and maintaining spreadsheets for these records.
· Performs monthly safe counts with the Assistant Controller for Disbursements.
· Distributes student account refund checks to students and payroll checks to employees.
· Coordinates maintenance of coin machine and ordering of coins from bank for machine replenishment.
· Deposits dollars from machine and handles customer issues and troubleshoots machine errors.
· Recognizes and communicates potential issues to the team leader as appropriate.
· Adheres to accounting principles and internal policies.
· Performs other duties as requested or assigned.
QUALIFICATIONS
Required:
· Knowledge of cash handling procedures including performing daily reconciliations.
· Must have prior experience with vendor request for proposals (RFP).
· Must be bondable.
· Must have excellent organization skills and attention to detail.
· Proficiency in Word, Excel and MS Access.
· Strong ability and aptitude to learn new programs.
· Must possess excellent written and oral communication skills and time management skills.
· Strong ability to work on multiple tasks accurately, effectively and efficiently.
· Must have exceptional customer service demeanor.
· Strong problem solving and analytical skills.
· Ability to exercise good judgment and make sound decisions independently with the ability to delegate or escalate issues appropriately.
· Must be a team player, flexible, reliable and have a “can do” outlook.
· Work in a diverse environment.
Preferred:
· Banner Personnel/Finance System highly desired.
· College Degree Preferred
· Experience with process improvement.
APPLICATION INSTRUCTIONS
Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to .
We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.