Vendors and Records Management Specialist (Part-Time)

About the role

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.

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
• Affiliate 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

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