SUMMARY: The Supplier Create Specialist has the responsibility to enter supplier data and maintain the complex, enterprise-wide financial reporting system for the Procurement Services Department. This includes, but is not limited to, performing basic professional functions using established policies, procedures, guidelines, and does related work as required.
PRINCIPAL DUTIES AND RESPONSIBILITIES: • Responsible for entering data and maintaining all supplier information in the enterprise-wide financial reporting system. This process includes, but is not limited to, electronically attaching the New Jersey Business Registration Certificate, Minority and Woman Owned Certificate, W-9, and other pertinent documentation, such as vendor debarment status, to the FMS supplier file. • Verifying the accuracy of supplier’s information, such as Federal Tax ID and remittance information, within FMS and updating inaccurate information as necessary with proper documentation. • Communicate with suppliers and internal customers to review, research, and verify information accuracy in the supplier database and make necessary updates in accordance with University Procurement Policies and Procedures and the supplier create process. • Audit existing supplier files as directed for compliance with Federal and State of New Jersey regulatory requirements. • Run various supplier reports on a regular basis to ensure the accuracy of the supplier file. In addition, provide reports on State of New Jersey requirements for Affirmative Action, Business Registration Certificates and Chapter 51 Political Disclosure compliance requirements. • Responsible for verifying new or existing supplier files against the Office of Inspector General Health and Human Services, the State of New Jersey Debarred Suppliers and Office of Foreign Asset Control. In addition, research state and federal databases for verification of supplier business status. • Consult with Supplier Create Manager regarding issues and concerns in the course of duties. This includes maintaining a cooperative working relationship with other staff and organizations whose functions interact with assigned duties. • Performs other duties as assigned. • Management retains the right to add or change job duties at any time.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.
REQUIRED: - Graduation from an accredited four (4) year college - Minimum two (2) years of experience entering detailed information into electronic database. NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis - Attention to detail is essential for successfully performing the assigned job duties. - Experience with complex, enterprise-wide financial reporting systems such as PeopleSoft and Workday. - Proficient in the use of Microsoft Office Suite, specifically, Word and Excel. PREFERRED: - Should be familiar with NJ State regulations as they pertain to state requirements for public bidding. - Ability to devise new processes within the established supplier create process. - Ability to handle multiple priorities as assigned and communicate project status with staff and management as required. - Experience with PeopleSoft and Workday Enterprise wide systems. - Critical thinking, research, and analytical skillset with the ability to make logical determinations using established rules, regulations, and policies. - Team player, with a willingness to take on new tasks and maintain a cooperative working relationship with members of the University community, procurement staff and suppliers.
Additional Salary Information: *NOTE: This is a civil service position. After successfully serving a 4-Month Working Test Period as required by the State of New Jersey, you will then be certified to your position, meaning you will attain a permanent status in this title.
Salary Range: P18: $46,873.41 - $66,104.43
*NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $53,283.75.
Organizational Marketing Statement:
With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, Montclair State is a designated R2 Research Doctoral University by the Carnegie Classification of Institutions of Higher Education.
Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, the University offers a comprehensive undergraduate curriculum with a global focus; a broad variety of superior graduate programs through the doctoral level; and a highly productive, dedicated and diverse faculty and student body.
The University’s 11 colleges and schools offer more than 300 undergraduate and graduate majors, minors, concentrations and certificate programs, and with more than 120 student organizations and 18 NCAA Division III athletic teams for men and women, Montclair State offers its students a comprehensive college experience.
Montclair State University is an Equal Opportunity/Affi...rmative Action institution with a strong commitment to diversity. Additional information can be found on the website at www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/