Vendor Maintenance Coordinator

Under direct supervision of the Finance Purchasing Manager, the Vendor Maintenance Coordinator performs moderate to complex duties related to the timely, accurate addition and maintenance of Community vendor information. Acts as the Community’s vendor liaison and assists vendors and departments. Maintains quality relationships with vendors and departments. Provides support to vendors using the online portal. This job class is treated as FLSA Non-Exempt.

Distinguishing Features:  The Vendor Maintenance Coordinator serves as the subject-matter expert regarding SRPMIC vendor master maintenance, related technology and support; must be able to regularly deal with constant change and ambiguity.

Essential Functions: Essential functions may vary but may include the following tasks, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive listing of tasks performed by all positions in this classification.

• Process all vendor additions and change requests in PeopleSoft in compliance with Finance standard operating procedures.
• Ensure that all vendors are in compliance with the IRS regulations regarding W-9s. 
• Communicate both verbally and in writing to vendors and internal customers to ensure that additions and changes to the vendor file are accurate and complete.
• Ensure all vendors have a W-9 on file.
• Verify all W-9 data is accurate by utilizing the IRS TIN Matching site.
• Review all information received; follow up on missing items and/or incomplete forms per company policy and procedure, submit follow-up requests for verifications as needed.
• Advise supervisor and/or Director of questionable information received and any issues identified during the processes.

• Process Portal registrations and information changes in a timely manner.
• Communicate with vendors regarding sign on requirements.

• Answer Portal Help Desk calls and emails, providing exemplary customer service.
• Understand and communicate the importance of Portal features and requirements.
• Proactively monitor vendors who do business with the Community but have not yet registered through the Portal, calling those who have not registered to encourage registration. 
• Track and report issues with Portal usage to IT with copy to supervisor for Portal product improvement.
• Prioritize daily workload to ensure support requests are satisfied within one business day of request.
• Fulfill customer requests for password resets.

• Provides reports on vendor COIs and BLs that need to be updated.
• Enter the COIs and BLs data into vendor cards in PeopleSoft.

• Perform other duties and work on special projects as requested. 
• General clerical duties as needed and special project assignments.

• Knowledge of the history, culture, laws, customs and traditions of the Community.
• Knowledge of vendor relations, processes and methodologies.
• Knowledge of IRS regulations surrounding W-9s.

• Skill with helping vendors use the portal.
• Skill with providing customer service.
• Skill with excellent verbal and written communications.
• Skill with data accuracy, particularly with repetitive, large amounts of data.
• Skill with MS Office software.

• Ability to establish and maintain positive and cooperative working relationships with vendors, others at all levels in the department and the Community.
• Ability to operate effectively in a deadline-sensitive and customer-service oriented environment.
• Ability to critically think and troubleshoot problems in a timely fashion.
• Ability to manage and prioritize workflow on a daily basis to accomplish tasks and projects.
• Ability to communicate with customers and keep them informed about the status of requests.
• Ability to provide one-on-one instruction.

• Associate’s Degree from an accredited college in accounting, business or closely related field.

• At least two (2) years experience in vendor maintenance, vendor relations, customer service, accounts payable or other closely related field.
  • Knowledge of PeopleSoft Financials, particularly vendor maintenance, preferred.

• Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling position. 

• An enrolled Community Member who closely qualifies for the minimum qualifications for a position may be considered for employment under Community Policy 2-19, Underfill

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Salary : $51,005 - $67,582