Supplier Management Clerk
Texas Christian University
Fort Worth, TX
Full-time
Management
Posted on May 7, 2024
Job Summary:
The Supplier Management Clerk is responsible for managing all aspects of supplier setup in accordance with policies and procedures. The candidate will play a crucial role in coordinating with our suppliers ensuring our supplier files are complete and accurate including working with suppliers on related edits and/or additions. The position will also serve as a backup to the University credit card program and may work with the Accounts Payable team to assist in reporting. The Supplier Management Clerk will report directly to the Director of Procurement.
Duties & Essential Job Functions:
1. Maintains a strong attention to detail and accuracy in order to ensure the supplier's side of the Payables life cycle is completed timely and correctly, including onboarding suppliers, disbursing payment, and managing supplier's performance.
2. Interacts and communicates with internal/external customers or suppliers to provide excellent customer service, ensuring timely responses and resolving discrepancies regarding supplier files.
3. Manages all aspects of the supplier onboarding process by entering and maintaining accurate, complete, and consistent supplier master data information across relevant systems, per University and regulatory compliance guidelines.
4. Ensures proper onboarding documents are obtained and retained for all newly created supplier profiles, as well as existing supplier profiles requiring reactivation, based on University guidelines.
5. Performs supplier validation procedures, including accurately interpreting IRS supplier matching results as well as international compliance reports.
6. Performs yearly supplier deactivation procedures, per University guidelines.
7. Fosters a positive work environment with campus-wide faculty and staff, while ensuring University and IRS guidelines are followed.
8. Assists with other procurement matters when appropriate, including serving as backup to the University card program to answer procurement and travel card related questions.
9. Conducts on-going review of supplier database for updates, corrections, and cleanup efforts.
10. Performs other related duties as assigned.
Required Education & Experience:
• High school diploma or GED equivalent and 3 plus years' of experience working in a supplier management or procurement role.
• Experience with supplier and/or vendor relations and supplier IRS reporting.
Preferred Education & Experience:
• Experience in accounting/GL systems such as PeopleSoft.
• Bachelor's Degree
• Experience with PeopleSoft, Jaggaer, or Concur systems/software
Required Licensure/Certification/Specialized Training:
• None
Preferred Licensure, Certification, and/or Specialized Training:
• None
Knowledge, Skills & Abilities:
• Knowledge of basic procurement and accounting principles or practices.
• Skill (advanced) using Microsoft Productivity software (e.g., Excel, Word and Outlook)
• Skill using Zoom or other virtual meeting software.
• Skill in effective written and verbal communication.
• Ability to maintain professionalism and contribute to a cohesive work environment.
• Ability to critically think to solve problems.
• Ability to apply strong analytical skills.
• Ability to apply attention to detail, including review of electronic documents.
• Ability to understand the goals, policies and objectives of the unit, and standards for the position.
• Ability to work in a fast-paced environment and meet strict deadlines.
• Ability to work with multi-culturally diverse stakeholders in a University setting.
TCU Core Competencies:
University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.
Physical Requirements (With or Without Accommodations):
• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 20 lbs.
Work Environment:
• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
AA/EEO Statement:
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
The Supplier Management Clerk is responsible for managing all aspects of supplier setup in accordance with policies and procedures. The candidate will play a crucial role in coordinating with our suppliers ensuring our supplier files are complete and accurate including working with suppliers on related edits and/or additions. The position will also serve as a backup to the University credit card program and may work with the Accounts Payable team to assist in reporting. The Supplier Management Clerk will report directly to the Director of Procurement.
Duties & Essential Job Functions:
1. Maintains a strong attention to detail and accuracy in order to ensure the supplier's side of the Payables life cycle is completed timely and correctly, including onboarding suppliers, disbursing payment, and managing supplier's performance.
2. Interacts and communicates with internal/external customers or suppliers to provide excellent customer service, ensuring timely responses and resolving discrepancies regarding supplier files.
3. Manages all aspects of the supplier onboarding process by entering and maintaining accurate, complete, and consistent supplier master data information across relevant systems, per University and regulatory compliance guidelines.
4. Ensures proper onboarding documents are obtained and retained for all newly created supplier profiles, as well as existing supplier profiles requiring reactivation, based on University guidelines.
5. Performs supplier validation procedures, including accurately interpreting IRS supplier matching results as well as international compliance reports.
6. Performs yearly supplier deactivation procedures, per University guidelines.
7. Fosters a positive work environment with campus-wide faculty and staff, while ensuring University and IRS guidelines are followed.
8. Assists with other procurement matters when appropriate, including serving as backup to the University card program to answer procurement and travel card related questions.
9. Conducts on-going review of supplier database for updates, corrections, and cleanup efforts.
10. Performs other related duties as assigned.
Required Education & Experience:
• High school diploma or GED equivalent and 3 plus years' of experience working in a supplier management or procurement role.
• Experience with supplier and/or vendor relations and supplier IRS reporting.
Preferred Education & Experience:
• Experience in accounting/GL systems such as PeopleSoft.
• Bachelor's Degree
• Experience with PeopleSoft, Jaggaer, or Concur systems/software
Required Licensure/Certification/Specialized Training:
• None
Preferred Licensure, Certification, and/or Specialized Training:
• None
Knowledge, Skills & Abilities:
• Knowledge of basic procurement and accounting principles or practices.
• Skill (advanced) using Microsoft Productivity software (e.g., Excel, Word and Outlook)
• Skill using Zoom or other virtual meeting software.
• Skill in effective written and verbal communication.
• Ability to maintain professionalism and contribute to a cohesive work environment.
• Ability to critically think to solve problems.
• Ability to apply strong analytical skills.
• Ability to apply attention to detail, including review of electronic documents.
• Ability to understand the goals, policies and objectives of the unit, and standards for the position.
• Ability to work in a fast-paced environment and meet strict deadlines.
• Ability to work with multi-culturally diverse stakeholders in a University setting.
TCU Core Competencies:
University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.
Physical Requirements (With or Without Accommodations):
• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 20 lbs.
Work Environment:
• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
AA/EEO Statement:
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
