UBC Hiring – Supplier Setup Clerk

Job Description:

The primary function of the Supplier Setup Clerk is to provide customer service, maintain the supplier master data and the financial controls on this data, prepare reports related to key performance indicators /metrics and resolve data integrity issues. The Supplier Setup Clerk is responsible for recording supplier data, validating requests, evaluating and executing requests for supplier master data additions, changes and verification of banking details. The position will also provide guidance and support to internal and external stakeholders with corresponding follow up, prepare vendor documentation and review of application details. When needed, the role will also assist with the scanning, sorting, filing and retrieving documentation and performing other related tasks.

Job Responsibilities:

• Assists with defining and implementing data strategy, policies, controls and programs
• Acts as a primary point of contact for end users, triage queries to ensure appropriate escalation
• Performs filing and retrieves documentation as required
• Performs other duties related to the job classification
• Identifies areas of improvement and makes recommendations for data quality and process efficiency to ensure operational effectiveness and mitigate risk
• Maintains agreed service delivery levels for supplier creation turnaround times
• Leads the Electronic Fund Transfer (EFT) transition initiative with UBC campus and supplier community
• Provides thorough and timely follow up on requests with the UBC campus and supplier community. This may include meeting with end users in person, emails, and other forms of correspondence to ensure high customer support and resolution of issues.
• Assists in implementation of data standards and guidelines on data ownership
• Utilizes Access data base to record changes to the supplier master and ensure procedural and policy controls are in place for quality control and data integrity
• Responsible for any corrective actions and acts upon recommendations in a timely manner
• Safeguards against fraud by proactively and critically reviewing supplier requests and reporting identified fraud attempts to IT Security. Keeps up to date with evolving methods in fraud and risk mitigation
• Uses initiative, interpretation and investigation to identify potential and/or actual problems.
• Ensure key reporting tools related to controls and supplier changes are kept up to date and high-risk changes are flagged for management review
• Conducts data cleaning to rid the system of old, unused data, or duplicate data
• Proactively resolves data integrity issues related to master supplier data by verifying and working with key internal and external stakeholders
• Comply with standard procedures for independently verifying vendor changes and updates through multiple methods
• Responsible for the direct deposit (EFT) report which includes status of all transactions and resolving EFT rejects
• Maintains master vendor data including recording supplier data, validating requests, evaluating and executing requests for supplier master data additions, changes and verification of banking details
• Supports capturing data using various reporting software for Service Delivery Levels and KPIs dashboards
• Assists in the development of desk procedures, reference and training material that is shared with other financial and administrative groups throughout the UBC campus community and may train others

Job Requirements:

• High School graduation and Completion of one-year post-secondary education in a related field.
• Thorough knowledge of basic accounting, office procedures, and practices also required. 3 years of related experience or the equivalent combination of education and experience.
• Knowledge of Workday an asset. Proficiency in data entry preferred with a minimum keystroke rate of 10,000 cph. Detail oriented with good problem solving skills.
• Must possess the ability to exercise tact and discretion.
• Strong written and oral communication and organizational skills required.
• Must be able to multi-task, set priorities, oversees workflow effectively, and meet deadlines.
• Ability to effectively present information and data to end users.
• Competency in the use of Word, Excel, and Access software required.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, BC, USA

Application Deadline: N/A

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