Supplier Maintenance Coordinator (SJSU ONLY)

Job description

Job Title: Supplier Maintenance Coordinator (SJSU ONLY)
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 25072
Job Code: 1740 Accounting Technician III
Department: Accounts Payable
CompensationClassification: Accounting Technician III
Anticipated Hiring Range: $4,200/month - $4,340/month
Salary Range: $3,426/month - $6,198/month
FLSA Status: Non - Exempt

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please visit
About the Position*This position is only opened to current SJSU employees.*

The Supplier Maintenance Coordinator is responsible for processing the payment of invoices and reimbursements and has the training and experience to independently perform much of the skilled work required in the Accounts Payable department. Incumbent performs Accounts Payable Supplier master file involving a wide range of procedures using initiative and judgment in analyzing information and determining a course of action within the specifications of standard practice and established guidelines of SJSU, CSU, State and/or Federal procurement policies and travel regulations. The Supplier Maintenance Coordinator acts as liaison between Accounts Payable, Purchasing, Receiving and Requisitioning departments. Incumbent communicates established policies and procedures to faculty, staff, and the general public.

Responsibilities include but are not limited to the following:
- Audit/analyze, prepare and approve to pay, PO and Direct Payment invoices, Employee/Student Reimbursements, Petty Cash and other Reimbursements, ensuring compliance with SJSU, CSU, State and Federal policies and guidelines, as applicable.
- Access paperless support documents and invoices for payment and reimbursement requests via the OnBase imaging and workflow system.
- Contact requestors (i.e. suppliers, campus departments/individuals, travelers) for missing or additional support documentation or information.
- Create PO invoice and other voucher types utilizing the Accounts Payable module of the Common Financial System (CFS) - Oracle (PeopleSoft) finance system.
- Review data-entry and other system-generated reports (i.e. matching) for accuracy and completeness of online and quick invoice vouchers; make corrections and address receiving or other match exceptions.
- Reconcile supplier statements and resolve issues related to outstanding invoice notices. Follow-up and communicate with suppliers and campus departments as needed.
- Analysis of onboarding suppliers, requests, and yearly reporting statistical information for Associate Director.
- Implement new secure process for employees to submit their Level 1 data for Accounts Payable Direct Deposit and updating existing bank information when required.
- Primary person responsible for new supplier creation and updating existing supplier information in CFS Database for both Business Units SJ000 & SJ004.
- Maintain information for 20,000+ suppliers which includes updating yearly Form 587 & Form 590 for Non-California Residents.
- Analyze supplier records/activity and/or inactivating suppliers while following the CSU retention policy.
- 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.
- Follow up to obtain Vendor Data Record Form 204, if not already received or on file and auditing for completeness & correctness. (Or follow up with vendor in new onboarding process)
- 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.
- Responsible for reviewing and maintaining withholding reporting for suppliers who have entity changes.
- Implementation of new onboarding system by providing valuable feedback and working to improve processes within the new system.
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
- Experience with Oracle (PeopleSoft) Finance System and 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.
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.
- Excellent customer service and public relation skills.
- 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. Must be able 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.
- Excellent written and oral communication skills.
Application ProceduresComplete the SJSU Online Employment Application and attach the following documents:
-Letter of Interest
-List of References

All applicants must apply within the specified application period: July 29, 2019 through August 5, 2019. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Additional InformationSatisfactory 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.


All San José 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.
Equal Employment StatementSan José 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).

Reasonable accommodations will be provided for applicants with disabilities who self-disclose.
Contact InformationUniversity Personnel
[email protected]

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Job No:
Posted: 7/30/2019
Application Due: 9/6/2019
Work Type: