Vendor Maintenance Technician (IS-0503-06)

Description

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Complete a Probationary Period.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

DUTIES AND RESPONSIBILITIES

• Utilizes accounting systems and procedures to ensure vendors are paid correctly.
• Provides quality customer service by responding to inquiries regarding customer and/or vendor data requirements and assists personnel regarding completing and submitting appropriate forms.
• Interprets vendor corporate structure (i.e., sole proprietor, partnership, corporation, etc.) to properly implement IRS tax reporting.
• Verifies vendor information by reviewing customer and vendor enrollment forms, banking information, tax information and System Award Management (SAM) profiles for accuracy and completeness or discrepancies.
• Analyzes the vendor enrollments received in the customer service portal (i.e., Service Now) system.
• Reconciles any discrepancies between the vendor enrollment requests against the support documentation submitted in the customer service portal.
• Isolates inconsistencies between the vendor enrollment forms and/or SAM with the information.

• Performs data entry by assigning control data and processes requests to add or revise customer and/or vendor details in the AR or VM module of the financial accounting system.
• Establishes vendor records in accordance with Smithsonian directives and other applicable federal regulations (i.e., IRS).
• Performs database maintenance to establish, modify, and/or inactivate database records to include supplier vendors or accounts receivables.
• Reviews information received from other federal agencies (i.e., Dept of Labor, OPM, TSA, etc.), and ensures that the requests are set up as a proper government vendor.
• Enters data into the Enterprise Resource Planning system to properly reflect vendor's legal and tax information, and account receivables customers.
• Validates vendor names and tax ID with the IRS by submitting online requests with the IRS through a secure log on.

• Maintains physical and electronic files in accordance with OF&A data retention policies and provides supporting documentation for specific transactions as requested.
• Inputs vendor customer data (i.e., tax id, banking information, addresses, and tax reporting) into the ERP system.
• Prepares vendor reports showing evidence of work service payments and/or purchase order status.
• Provides input, to supervisor, of report(s) status and any discrepancies.
• Assures tax reporting is correct to ensure the proper information is reported to the IRS.
• Executes corrective action, assigned by the supervisor, for incorrect information found by the tax accountant.

QUALIFICATION REQUIREMENTS

• Practical and developing knowledge of the procurement process and purchase order procedures and rules to conduct responsible determinations within a complete vendor enrollment system, to validate vendor requests, and to perform research to resolve inconsistencies.
• General knowledge of federal regulations and guidance concerning the maintenance and management of accounting records.
• Knowledge of established procedures, guidance, and resources to perform regular and routine account management and maintenance actions.
• Skill in utilizing established procedures to resolve regular and recurring user account related issues.
• Skill in entering data and tracking vendor information accurately, in order to maintain proper record keeping.
• Ability to resolve payment issues caused by customer and/or vendor data.
• Ability to accurately enter data and track transactions through payment, generate reports documenting the transaction, and maintain proper documentation.
• Ability to communicate clearly and concisely both verbally and in writing with all levels of the organization.
• Ability to create customer and/or vendor records.

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