Vendors and Records Management Specialist (Part-Time)

James Madison University • Harrisonburg, VA

25d • $17 - $21 • Onsite

About The Position

The Office of Accounting Technology within the Office of Accounting Operations
and Disbursements is accepting applications for a Part-Time Vendor and Records
Management Specialist. This role supports accurate vendor data collection,
vendor table maintenance, and general office duties, while also providing an
opportunity to exercise independent judgment in reviewing tax documentation,
ensuring regulatory compliance, maintaining accurate vendor records, and
supporting tax reporting and audit-related processes. The position serves as a
key resource to departments and vendors and contributes directly to the accuracy
and compliance of university financial operations.

Requirements

• Experience reviewing documentation for accuracy and compliance (e.g., vendor forms, tax documentation, or financial records)
• Experience working with financial or accounting systems and maintaining accurate data records
• Experience resolving data discrepancies or incomplete documentation using independent judgment
• Proficiency with computers and software applications, including Microsoft Word, Excel, and Outlook
• Typing and data entry skills with accuracy and efficiency
• Knowledge of administrative practices and procedures
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills to provide a welcoming environment
• Ability to process detailed work with accuracy and efficiency
• Ability to handle confidential and sensitive information responsibly
• Ability to work independently, prioritize multiple tasks, and demonstrate strong problem-solving skills
• Availability to work up to 29 hours per week during normal office hours (8:00 a.m. – 5:00 p.m., Monday–Friday), typically 5–8 hours per day

Nice To Haves

• Experience working with databases and performing data entry
• Proficiency with advanced Microsoft Excel functions
• Knowledge of accounting concepts, principles, and business processes
• Ability to learn new technology applications quickly
• Previous office or administrative experience
• Experience with vendor management, accounting systems, or finance operations

Responsibilities

• Review and process vendor setup and changes, ensuring accuracy and completeness of documentation
• Independently review W-9s and other tax forms to determine proper entity and tax classification
• Ensure compliance with IRS regulations and university policies
• Identify discrepancies or missing information and follow up to resolution
• Serve as a resource to departments regarding vendor documentation and requirements
• Assist with 1099 processing and year-end reporting support
• Support vendor-related processes within the university’s financial systems
• Recommend process improvements related to vendor record accuracy and compliance
• Scan and organize documents into an electronic filing system
• Learn accounting concepts, principles, and business processes to assist with budget reconciliation
• Perform additional tasks as needed to support the team
• Maintain confidentiality of financial and personal data according to university policy, state, and federal law
• Follow the Finance Office Ethics Statement and internal controls established by management
• This role may include additional duties as assigned to support the Finance Office team.

Benefits

• A Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.
• Free Access to the University Recreation Center (UREC): Employees can enjoy facility access and program registration privileges at UREC and University Park. This includes the climbing wall, equipment centers, and group exercise studios.
• A variety of voluntary benefits such as Pet Insurance, Identity Theft and Legal Protection Plans, and several other supplemental benefits.
• Holiday Breaks: The university is granted 12 holidays a year.
• Talent Development Trainings: The Talent Development department offers a wide variety of personal and professional trainings, eligible for all employees to join.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed