Vendor Master Coordinator (community Members Eligible For Underfill)

Definition

Under direct supervision of the Finance Purchasing Manager the Vendor Master Coordinator performs moderate to complex duties related to the timely, accurate addition and maintenance of Community vendor information. Acts as SRPMIC's vendor liaison and provides assistance to vendors and internal Community department customers. Maintains quality relationships with vendors and customers while having a broad understanding of information technology and the ability to adapt and constantly learn new technologies relating to vendor maintenance. Provides vendor technology support. This job class is treated as FLSA Non-Exempt.

Distinguishing Features: The Vendor Master Coordinator serves as the subject-matter expert regarding SRPMIC the vendor master maintenance and related technology and support and must be able to regularly deal with constant change and ambiguity.

Essential Functions : Essential functions may vary among positions and may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

1. Vendor Master Maintenance

• Process all vendor add and change requests in compliance with SRPMIC standard operating procedure.
• Ensure that all vendors are in compliance with the IRS regulations with regard to 1099s.
• Process all vendor changes in accordance with vendor SRPMIC standard operating procedure.
• Ensure that all vendors have a W-9 on file.
• Ensure that all vendor files are input into PeopleSoft and are in compliance with the PeopleSoft setup procedures.
• Communicate both verbally and in writing to vendors and internal customers when necessary to ensure that additions and changes to the vendor master file are accurate and complete.
• Verify all W-9 data is accurate by utilizing the IRS TIN Matching site.
• Monitor collection of all information received; follow up on missing items and/or incomplete forms per company policy and procedure, submit follow up requests for verifications as needed.
• Identify and evaluate potential red flags and work in collaboration with supervisor to evaluate provider responses
• Advise supervisor and/or Director of questionable information received and any issues identified during the processes
• Reports instances of non-compliance by vendors to the Finance department's Purchasing division.

2. Vendor Portal Technology, Support & Service :

• Process Portal registrations and information changes in a timely manner
• Communicate with vendors regarding sign on requirements.
• Answer Portal Help Desk calls and emails, providing exemplary customer service.
• Understand and communicate the importance of Portal features and requirements.
• Proactively monitor vendors who do business with the Community but have not yet registered through the Portal, calling those who have not registered to encourage registration.
• Track and report issues with Portal usage to IT with copy to supervisor for Portal product improvement.
• Prioritize daily workload to ensure open Portal service and support requests are satisfied within one business day of request.
• Fulfill customer requests for password resets.
• Research and analyze Portal issues, determining underlying causes and providing solutions for routine technical issues.

3. Miscellaneous:

• Perform other duties and works on special projects as requested.
• General clerical duties as needed and special project assignments.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, customs and traditions of the SRPMIC.
• Knowledge of vendor/vendor relations, processes and methodologies.
• Knowledge of vendor related applications.
• Knowledge of IRS regulations surrounding 1099 reporting requirements

• Skill with vendor technology training.
• Skill with customer service related best practices and procedures.
• Skill with vendor related information technology.
• Skill with excellent verbal and written communications.
• Skill with data accuracy, particularly with repetitive, large amounts of data.
• Skill with MS Office software.

• Ability to establish and maintain positive and cooperative working relationships with vendors, others at all levels in the department and SRPMIC.
• Ability to operate effectively in a deadline-sensitive and customer-service oriented environment.
• Ability to critically think, triage/diagnose and troubleshoot problems in a timely fashion.
• Ability to manage and prioritize workflow on a daily basis to accomplish tasks and projects.
• Ability to communicate with customers and keep them informed about the status of requests.
• Ability to interact with computer users at all levels of staff and provide one-on-one instruction.

Minimum Qualifications

Education:

• An Associate's Degree from an accredited college or university in accounting, business or closely related field required.
• A Bachelor's Degree with emphasis in accounting or information technology preferred.

Experience:

• Two (2) years' demonstrated successful experience in vendor/vendor maintenance and relations, customer service and support or accounts payable or other closely related experience required.
• Working knowledge with finance and business desktop related applications required.
• Working knowledge of PeopleSoft Financials, particularly vendor maintenance, preferred.

Equivalency: Equivalent combinations of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill

Special Requirements

May be required to work beyond normal business hours including nights, weekends and holidays.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required:1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.