As a procurement and vendor records specialist, you will manage the order and reconciliation process for at least one corporate credit card with monthly spending exceeding $ 100,000. To do so, you will place vendor orders online and by phone, make online credit card payments, update associated purchase orders for pricing and item changes, and communicate with the end user about any order issues or changes. Once charges have posted to the P-Card, you will reconcile the card using the appropriate accounting codes in MasterCard's SmartData System. When you receive the monthly statements, you will compile all associated invoices and documentation for each card electronically, summarize purchases in a spreadsheet for verification, and forward them to accounts payable.

In this role, you will manage all vendors in Banner and SCAD’s e-commerce system. You will verify the provided tax ID numbers with the IRS, make any necessary changes, and enter new information. You will then ensure that all information is exported successfully to e-commerce. Among other duties, you will complete credit card applications for all new vendors, including banking and credit reference information, and ensure that applications are promptly delivered to vendors. Each week, you will index all W-9s, W-8s, TIN-matching documents, voided checks, direct deposit certification forms, and other documents into Application Extender. You will also monitor the general purchasing email inbox to answer questions and inquiries from vendors and campus personnel.

In this position, you will be cross-trained to manage the ordering and reconciliation process and assist other employees when they are out of the office. You will be trained to answer questions and help end users on both Concur and e-commerce. Responsibilities include accurately entering monthly utility bills and contract vendor invoices into the e-commerce/AP system. Additionally, you will ensure invoices are processed promptly, coded correctly, and compliant with internal policies. You will also add all required purchasing and accounts payable addresses for newly onboarded university hires. 

The ideal candidate demonstrates excellent communication, organizational, and problem- solving skills. They can successfully multitask on high- volume projects while maintaining careful attention to detail. The candidate works accurately and can clearly and concisely explain records. They also demonstrate effort, dependability, and a positive attitude toward the job.

Minimum qualifications:  

• At least one year of related experience and training, or the equivalent combination of education and experience

Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday from 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings. 

ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.