Vendor Manager

Location
Raleigh
Posted
Mar 24, 2018
Institution Type
Four-Year Institution

Position Number: 00104078

Primary Function of Organization Unit: North Carolina State University has approximately 1.4 billion dollars of spend per year and the Controller's Office touches all aspects of campus life from student refunds to financial reporting. The Office of University Controller is directly responsible for the following activities as they relate to the financial management of North Carolina State University: 1) General accounting (chart of accounts maintenance) and financial ledger management 2) Asset management 3) Cash management and banking including (payment card industry oversight and merchant services) 4) Payroll processing 5) International Compensation and Taxation - vetting of non-resident alien transactions 6) Payables (small and large purchases) and vendor management 7) Travel reimbursements 8) Non-student receivables and billing 9) General cash receipts and wire requests 10) Tax filings (990's, 1099's, 1042-S's, W-2's, 941's, multi-state taxation and general taxation) 11) Financial reporting (CAFR and University Financial Statements), and audit liaison (with the Office of the State Auditor) 12) Imprest accounts and auxiliaries 13) Student and HR system integration to financials 14) Both internal and campus-wide training 15) Reconciliation of bank accounts and key General Ledger accounts 16) UNC Business Process Administration 17) Evaluation of Internal Controls 18) NCAS Reconciliation The division interacts with the Office of State Controller and State Treasurer's Office in regards to cash management and maintenance of the University's NCAS file, and banks, credit card vendor/servicers and other external regulatory agencies.

Essential Job Duties: This position will be a direct report to the Assistant Controller over Accounts Payable and Travel and should be prepared to act as back up for the Assistant Controller's position relating to vendor inquiries, payment validation and communication with external entities and banks. The primary purpose of this position is to assist the Controller's Office in coordinating, assessing, developing, training, reinforcing, reviewing and interacting with campus customers and external vendors to enhance, coordinate, improve and validate external vendor data. The Vendor Manager is expected to: - Work with internal (financial system users) and external vendors and Enterprise Application Services (EAS) staff to proactively identify system needs. Must be able to evaluate system functionality once needs have been identified to develop solutions utilizing knowledge of the system, system attributes, and reporting requirements. Evaluation of system functionality can also sometimes reveal the need for business process re-design in conjunction with system solutions in order to achieve best practice results. - Develop system enhancements and process improvements for the Financial System-Supplier/Vendor module and external software interfaces. Solutions include system solutions, business process solutions, and often combinations of both. The position leads the effort to develop solutions across all departments and external individuals and entities served by Controller's Office-Accounts Payable and serves as a liaison between the campus customers, internal management (both within and outside of the department), and EAS programmers. - Provide oversight for financial system upgrades involving the Supplier/Vendor module and external software, including identification of needs, evaluation of options, and design, testing, and implementation. The position also is responsible for providing training on new/enhanced/upgraded features, reports/queries, systems for the Controller's Office-Accounts Payable staff, campus financial users and external suppliers. This position will manage the AP Vendor Processing area. Responsibilities include, but are not limited to: - Daily management and coordination of Vendor Processing including monitoring Supplier Center request for adding new vendors, changing existing vendor data, adhering to the Vendor Processing Procedures and training new users. This position is responsible for supervising two Administrative Support Specialists. - Validate all change requests entered in the Supplier Center and On-Demand for confirmation of address and ACH banking changes. Identify risk factors and red flags. - Run daily queries in the Financial System to monitor and validate additions and changes to vendor records. Monitor the audit file for inconsistent changes. - Validate payments (checks and ACH) over designated dollar amount per pay cycle before releasing the payment file. Reference external communication from the vendor file and new requests. - Manage the ACH processing. Respond to inquiries from external vendors and campus users regarding ACH procedures and documentation requirements. Monitor and update the email notification of ACH payments. Annual ACH Enrollment for check vendors. Monitor daily ACH returns, remove invalid ACH bank accounts and determine the appropriate payment method for the reissue. - Provide instruction, guidance, training and system improvements for vendor processing. Train campus financial users on how to enter data and scan supporting documentation. - Assist with new projects and process changes involving vendor processing. Recommend process improvements and enhancements. This position will evolve as new technology becomes available to onboard/enroll vendors with previously validated data.

Minimum Education/Experience:

Department Required Skills: - Knowledgeable of accounting principles and have the ability to interpret State and Federal policies, guidelines, regulations and laws and apply to University issues with the ability to apply that knowledge to business systems integration within those business processes. - Must have the ability to analyze financial and non-financial information and detect performance weaknesses, develop solutions and identify, correct and assist in resolving system problems and accounting errors. - Experience with Financial System (PeopleSoft) - Payables and Vendor Maintenance or similar financial system experience required. - Must have experience with payables, and vendor maintenance experience. - Must have the ability to understand an integrated accounting system and the applications of internal control. - Must have a working knowledge of the use of an accounting chart of accounts within the use of the accounts payable system. - Must be able to write effectively and be effective with different audiences and organizational levels.

Preferred Experience, Skills, Training/Education: - Financials/PeopleSoft and document management experience. - At least 5 years of functional experience in accounting, payables, vendor data maintenance and ACH/EFT processing.

Necessary Licenses and Certifications: N/A

AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Similar jobs

Similar jobs