Vendors and Records Management Specialist; Part-Time

Working Title:

Vendors and Records Management Specialist (Part-Time)

State Role

Title:

Administrative and Office Specialist III

Position Type: Part-time
- Wage / Part-time Salaried

Position Status: Part-Time

FLSA Status: Non-Exempt:
Eligible for Overtime

College/Division: Finance

Department: 100205 - Associate Controller
- Operations

Pay Band: 3

Pay Rate: Hourly

Specify Range or Amount: $17.00 - $20.50 per hour

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: 03/25/2026

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

JMU offers several perks to all employees including:

• 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.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

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.

• 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.

Required Qualifications:

• 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…