Vendors and Records Management Specialist (Part-Time)

Vendors and Records Management Specialist (Part-Time)

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. This role supports accurate vendor data collection, vendor table maintenance, and general office duties, while also providing an opportunity to exercise independent judgment in reviewing tax documentation, ensuring regulatory compliance, maintaining accurate vendor records, and supporting tax reporting and audit-related processes. The position serves as a key resource to departments and vendors and contributes directly to the accuracy and compliance of university financial operations.

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
• Assist 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
• This role may include additional duties as assigned to support the Finance Office team.

Qualifications:

Required 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., MondayFriday), typically 58 hours per day

Additional Considerations:

• Experience working with databases and performing data entry
• Proficiency with advanced Microsoft Excel functions
• Knowledge of accounting concepts, principles, and business processes
• Ability to learn new technology applications quickly
• Previous office or administrative experience
• Experience with vendor management, accounting systems, or finance operations

Additional Posting Information:

This is a part-time, on-campus wage position with no benefits. The role directly supports vendor management and financial operations, impacting compliance and audit-related processes.

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check. This is a part-time wage position working up to an average of 29 hours per week over the course of a calendar year with no benefits. E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality. Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer