Service Center Associate, Accounts Payable & Vendor Management

Title: Service Center Associate, Accounts Payable & Vendor Management

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center - Procurement, Contracts & Payment Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The PCPS Service Center at the Tennessee Board of Regents (TBR) supports the System Office, Technical Colleges of Applied Technology (TCATs), Cleveland State Community College, Jackson State Community College, Northeast State Community College, Pellissippi State Community College, Volunteer State Community College, and Southwest TN Community College within the following functional areas: Human Resources, Payroll, Finance, Procurement, Contracts & Payment Services, and Student Records & Financial Aid.

The Associate, Accounts Payable is responsible for ensuring accounts payable and vendor management transactions are completed in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal accounts payable transactions utilizing sophisticated technology to provide professional services. The Service Center, Associate, Accounts Payable and Vendor Management works closely with the System Office and the institutions of the TBR System and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 40% - Accounts Payable • Assists in the set-up, processing and management of utilities for the Colleges. • Establishing and maintinaing vendors in the eprocurement Vendor portal • Assist in Identifying and processing outstanding stale dated checks, stop payment requests, and check reissuances • Assist the Coordinator and Director with requested accounts payable and vendor management activities - (Essential)
• 20% - Audit Support & Compliance • Assists in the completion of accounts payable/vendor management related auditing • Assists with end of fiscal year data collection for accounts payable/vendor management • Assists with reconciliation of accounts payable and non-student accounts receivable • Assists supervisor in audit responses - (Essential)
• 20% - Taxes • Assist in reviews of W-9 and other documentation to approve 1099 vendor • Assists in Review of 1099 transactions and updates as necessary • Verifies TIN/SSN; generates and submits 1099 data to IRS • Assists with preparation all 1099's and assists in response to IRS inquiries - (Essential)
• 10% - Customer Service/Training • Assists in the development of training materials, as necessary, including periodic Lunch and Learn Sessions conducted throughout the year and weekly virtual labs (PCPS Playbooks) regarding accounts payable/vendor management processes and policies and procedures • Communicates to employees and administration regarding accounts payable and vendor related issues • Fields employee questions and researches accounts payable and vendor concerns • Works cooperatively and effectively with other departments • Provides consultative services to institutions based on functional area expertise in support of accounts payable/vendor management related best practice implementation - (Essential)
• 15% - Compliance • Assists in ensuring that staff maintain adequate and accurate records to support accounts payable/vendor management processes • Assists in ensuring staff and vendor compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines in support of ongoing improvement and standardization of accounts payable/vendor management transactions and processes - (Essential)
• 5% - Reporting • Completes all accounts payable related tax reporting • Prepares institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
• 5% - Other Duties • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 2 years of accounts payable/vendor management experience OR a high school degree/GED and a minimum of 5 years of accounts payable experience OR a comparable combination of education and experience

Preferred Qualifications

• Experience working in accounts payable/vendor management in a college or university setting
• Experience within a shared services operating environment
• Experience in accounts payable at a TBR institution or state administration
• Experience with Banner, Oracle or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of accounts payable/vendor management terminology and practices
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information

Physical Demands / Working Conditions

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