Business/Administrative Associate, Vendor Services

Business/Administrative Associate, Vendor Services University Payables Job Summary Under the general supervision of a designated supervisor, independently perform a variety of highly complex technical and functional duties of University Payables.
The Vendor Services section provides an important role in establishing and maintaining relationships with external vendors.
This position may be available for remote work.
It is a fast-paced, high volume, and engaging position with a variety of responsibilities that impact nearly every corner of the University.
Organizational Duties & Responsibilities Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles.
This requires a variety of critical-thinking skills, an understanding of the University's systems, and utilizing Robot Process Automation (RPA), as applicable.
Serve as the front-line of defense against fraudulent attacks, utilizing a variety of critical thinking skills and resources such as: querying the Internal Revenue Service Database to verify tax information, performing searches on other platforms for any governmental restrictions, and utilizing other open-source information gathering tools.
Perform activities to educate and facilitate vendor understanding of University invoicing, payment terms, practices and payment requirements.
Serve as a subject matter expert when responding to emails, telephone calls, or directing questions to appropriate unit.
This includes responding to a variety of questions about a multitude of situations, even those unrelated to the core duties of University Payables.
Coordinate, assist, and advise campus units use of vendor records in Chrome River software and assist with the completion of payments.
Maintain a professional working relationship with external vendors and University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures.
Utilize communication skills to resolve discrepancies and solve a variety of problems.
Based upon acquired knowledge of University Systems and procedures, compose correspondence or makes phone calls to both outside vendors and campus units to provide and solicit information in the resolution of problems.
Contact departments or vendors to resolve questions concerning discrepancies in legal name, tax identification numbers (TINs), remittance addresses or any other issue that presents an obstacle to maintaining accurate data in the University's systems.
Actively participate in identifying, developing, and, with appropriate approval and direction, implementing strategies for process and efficiency improvements related to Accounts Payable Vendor Support.
Contribute to the development of written procedures for both internal and external training needs.
Participate in the formulation and implementation of policies/procedures related to Accounts Payables functions.
Assist in the preparation of 1099 tax forms, as needed.
Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees.
Actively participate in and contribute to University Payables' meetings and activities.
Minimum Qualifications Bachelor's degree in business administration, management, or a field related to the position.
Two (2) years of professional business, financial, and/or managerial work experience.
(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.
) Preferred Qualifications Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent.
Knowledge, Skills and Abilities Comprehensive knowledge of generally accepted accounting principles and accounts payable best practices.
Familiarity with the Business and Financial Policies and Procedures Manual of the University of Illinois, and State of Illinois and University procurement statutes, regulations and procedures.
Excellent organizational, communication and management skills.
Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
Ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
Strong computer software skills in Microsoft Suite including proficiency with Microsoft Outlook, Word, Excel, and OneNote; Prefer experience with Banner Finance, Banner Document Management, and iBuy applications.
Ability to work independently and exercise good judgment and discretion in the performance of all work assignments.
Ability and willingness to perform at consistently high levels and to demonstrate initiative in the performance of duties.
Experience acquired in a higher education environment, preferably the University of Illinois.
Experience or knowledge of banking systems and processes such as ACH (direct deposit), electronic payment methods, etc.
Knowledge of high-volume data processing and validation standards.
Familiarity with computer or robot automation processing.
Appointment Information This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis.
The expected start date is as soon as possible.
The minimum salary for this position is $48,000 and the salary is commensurate with experience and qualifications.
We are unable to sponsor an employment VISA or take over sponsorship for an employment VISA for this position now and in the future.
Candidates must be authorized to work in the United States with no VISA sponsorship.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.
sucss.
illinois.
gov/pages/classspec/default.
aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on March 25, 2024.
Apply for this position using the Apply Now button at the top or bottom of this posting.
In order to be considered as a transfer candidate, you must apply for this position.
Applications not submitted through https://jobs.
illinois.
edu will not be considered.
If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact Amanda at abubo2@uillinois.
edu.
For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.
Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process.
Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.
edu.
Requisition ID: 1023360 Job Category: Administrative Apply at: https://jobs.
illinois.
edu