Supplier Maintenance Coordinator - San Jose State University

Job Summary
The Supplier Maintenance Coordinator typically performs duties that include some or all of the following relating to Supplier Maintenance: assemble and compile data used in the generation of financial reports and/or analysis; maintain programs, or activities involving multiple transactions; update and maintain online functionality; create and maintain more complex spreadsheets including entering, revising, sorting, calculating and creating tables; create, troubleshoot, modify, run, analyze and export advanced queries; identify, research and work with appropriate personnel to resolve computer application errors; participate in the testing of financial software for upgrades and implementations as related to the position including such activities as testing transaction/data entry and data output; communicate established university policies and procedures to faculty, staff and the general public, including those that require extensive interpretation; prepare monthly adjusting and year-end closing journal entries; interpret and explain university, auxiliary and funding agency Accounting Technician Series - 3 regulations to faculty, staff and outside parties; disburse funds after independently determining conformance to university regulations; and compose correspondence of a technical nature regarding financial matters. Additionally, acts as a liaison between Payment Services, Contracts and Procurement, Receiving and Distribution departments.

Key Responsibilities

• Primary person responsible for new supplier creation and updating existing supplier information in CFS Database for both Business Units SJ000 & SJ004 via current onboarding system.
  
• Direct contact with suppliers and follow-up communication in order to obtain their information when needed.
  
• Maintaining information for 20,000+ suppliers, which includes updating yearly Form 587 & Form 590 for Non-California Residents.
  
• Determine appropriate tax reporting and/or withholding requirements for each supplier for accurate Federal and State tax reporting compliance. Out-of-State suppliers in general require additional consideration: foreign country suppliers require consultation with non-Resident Alien Tax Specialist. Set up supplier tax reporting information accordingly.
  
• Responsible for reviewing and maintaining withholding reporting for suppliers who have entity changes.
  
• Confidentiality in receiving Level 1 data for employees who apply for A/P direct deposit authorizations: update employee banking information to allow direct deposit reimbursement payments.
  
• Analyzing supplier records/activity and/or inactivating suppliers while following the CSU retention policy.
  
• Analysis of onboarding suppliers, requests, and yearly reporting statistical information for Associate Director.
  
• Primary person responsible for large quantities of correspondences in Vendor Requests email box.
  
• Implementation of upgrades or changes to new onboarding system(s) by providing valuable feedback and working to improve processes within the new system.
  
• In charge of implementing and maintaining a new process for ACH suppliers, transitioning all current vendors to ACH if applicable including resolving technical issues.
  
• Analyzing and reporting on ACH process.
  
• Identify problem areas of onboarding process, ACH process, OnBase processes and address them, and/or develop plans for their resolution.
  
• Process, troubleshoot, and analyze Claims process, identify problem areas and time constraints preventing claims from being processed in a timely manner, develop plans and process guides that will increase efficiencies and tracking claims for analyzing turnaround times.
  
• Manage the Instant Card Program and help to develop it further.
  
• Procure Virtual Credit Cards utilizing US Bank Software either individually, or bulk processing.
  
• Ensure required receipts are received by end-users or assist student assistants to Payment Services communicate with end-users.
  
• Perform monthly reconciliation reports and prepare monthly charge-back spreadsheet for Accounting Services.
  
• Work with Associate Director to make improvements with the program and process, and provide recommendations as needed.
  
• Advising the paperless processing for documents retention related to processed reports.
  
• Work with departments who utilize the bulk process for per diems.
  
• Help develop Payment's Travel process for Domestic/International Travel Advances and all aspects that are relevant to this process.
  
• Assist with updating SJSU Guides and documents and other related items associated to this program.
  
• Training new employees with this system when needed.
  
• Provide urgent assistance during normal business hours to ensure smooth business processes.
  
• Develop Metric Reports.
  
  
  Knowledge, Skills & Abilities
  
  
  
  • Thorough knowledge of Accounts Payable functions, procurement processes, and other reimbursement requests
    
  • Knowledge of, or the demonstrated ability to learn, the policies and procedures of SJSU, the CSU system, and the State of California, as they pertain to procurement processes and travel
    
  • Thorough knowledge of Oracle (PeopleSoft) Finance System, working knowledge of Microsoft Word and Excel, and Google Email (or similar email system)
    
  • Ability to analyze, to interpret, and to implement a variety of written rules, regulations, and guidelines
    
  • Ability to review financial documents for accuracy, completeness, validity, and adherence to standards
    
  • Ability to act promptly to resolve actual or potential problems with suppliers and department end-users and follow issues through to completion
    
  • Ability to handle multiple work priorities in a timely manner; to plan, to organize, and to perform day-to-day work independently under general supervision
    
  • Thorough knowledge of English grammar, spelling and punctuation
    
  • Ability to effectively communicate orally and in writing
    
  • Thorough knowledge of financial record-keeping methods, procedures and practices; arithmetic and general office procedures
    
  • General knowledge of Governmental financial record-keeping methods
    
  • Ability to communicate with constituents in a professional and respectful manner
    
    
    Required Qualifications
    
    
    
    • Any equivalent combination of education and experience which provides the required knowledge and abilities
      
    • Equivalent to four years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities
      
      
      Preferred Qualifications
      
      
      
      • Bachelor's Degree and/or an equivalent combination of education and experience which has provided the required knowledge, skills or abilities will be considered
        
      • Experience with Oracle (PeopleSoft) Finance System
        
      • Experience working in an institute of higher education or governmental organization
        
      • Experience with tax compliance issues such as California Sales and Use Tax, California Nonresident Withholding, and Federal reporting of Miscellaneous Income
        
      • Experience with San Jose State University, the California State University System, and/or the State of California policies and procedures related to procurement and travel processes
        
        
        Compensation
        Classification: Accounting Technician III
        Anticipated Hiring Range: $4,615/month - $5,040/month
        CSU Salary Range: $4,166/month - $7,312/month
        
        San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the .
        
        Application Procedure
        Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
        
        
        
        • Resume
          
        • Letter of Interest
          
        • List of References
          
          All applicants must apply within the specified application period: August 28, 2024 through September 12, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
          
          Contact Information
          University Personnel
          
          408-924-2252
          
          CSU Vaccination Policy
          The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to .
          
          Additional Information
          Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
          
          The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
          
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          All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.
          
          Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
          Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .
          Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .
          Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
          
          Equal Employment Statement
          San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).