Supplier Maintenance Specialist

Auditor's Office Harris County, TX; Houston (TX); On-site; USD 53,000 - 65,000; Full time

Benefits offered by this job

Competitive pay up to 59k

Zero-premium medical plan

Paid parental leave

Generous PTO and holidays

Transit/commute assistance

Downtown Houston location

Professional development

PSLF qualifying employer

Corporate discounts

Job summary

Harris County Auditor's Office is seeking an AP Specialist – Vendor Maintenance to maintain vendor data integrity across thousands of records. Join a team focused on accuracy, compliance, and timely processing in a high-volume environment.

The role emphasizes handling 1099 reporting, 1099 year-end tasks, and vendor setup with attention to detail. Downtown Houston location offers growth and public service impact.

Qualifications

• High school diploma or equivalent.
• 1–3 years of vendor/supplier management, purchasing, or high-volume AP invoicing.
• Thorough understanding of the full cycle AP process and 1099 reporting.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Serve as the first contact for vendors seeking profile changes (bank, address, name changes).
• Provide documentation for new vendors (W-9, banking info, voided checks) to Purchasing.
• Return problematic docs and guide vendors to complete them.
• Monthly review of vendor profiles for accuracy of remittance, status, etc.
• Year-end tasks related to vendor maintenance and 1099 reporting.
• Escalate critical vendor setup issues to management.

Skills

Vendor management

Accounts payable

Microsoft Excel

PeopleSoft

MS Office

Education

High school diploma or equivalent

Tools

PeopleSoft

MS Office

Job description

Join Our Team as an AP Specialist – Vendor Maintenance!

Harris County, the third most populous county in the nation, provides an array of critical services to its community, including public health initiatives, disaster recovery efforts, toll road management, flood mitigation, and justice administration. The Harris County Auditor's Office plays an essential role in supporting these services by overseeing the financial operations of over 90 departments. Under the leadership of the County Auditor, the office includes the Accounting and Internal Audit divisions, ensuring integrity and efficiency in the county's fiscal management.

Ready to ignite your potential? Join our dynamic team as an AP Specialist – Vendor Maintenance and become an essential part of getting the work of Harris County done! We're not just looking for an AP Specialist; we're seeking a whiz who understands 1099s and payment reporting, is a stickler for the fine details, and can climb the mountain of tasks that accounts payable is responsible for in such a short amount of time. If you're passionate about accounts payable and making a real impact in the community you live in, your next exciting chapter starts here!

Why Join Us?

Harris County offers a dynamic, family-friendly workplace that prioritizes employee well-being and professional growth. Benefits include:

• Competitive Pay: Up to $59,000, based on experience.
• Comprehensive Benefits: Including a zero-premium medical plan for employees, with affordable coverage options for spouses and dependents.
• Outstanding Retirement Plan.
• Paid Parental Leave: Up to 12 weeks.
• Generous Paid Time Off: Vacation, sick leave, 11 paid holidays, and 1 floating holiday.
• Subsidized Transit/Commute assistance.
• Prime Downtown Location: Newly renovated office in the heart of Downtown Houston.
• Professional Development: Opportunities for growth and skill-building.
• Public Service Loan Forgiveness (PSLF) Qualifying Employer.
• Corporate Discounts and memberships.

About the Role

As an Accounts Payable Specialist, you will play an integral role in maintaining the integrity, compliance, timeliness, and accuracy of vendor data in the County that works with thousands of vendors throughout the year. This role demands flexibility to multi-task, problem-solving skills, a commitment to accuracy under pressure, and an ability to maintain professionalism in challenging situations.

The Accounts Payable department processes 1,500–2,000 claims daily – over 30,000 payments monthly, requiring an AP Specialist who values accuracy, efficiency, and exceptional customer service. While not a processor, this role makes hundreds of vendor updates monthly.

Key Responsibilities:

• Serving as the general first point of contact when vendors seek to modify their profile. (such as bank account information, address, name changes etc.)
• Ensuring all necessary documentation (e.g., valid W-9, proper banking information, voided checks) is made available to Purchasing for all new vendors being set up.
• Returning problematic documentation to vendors and assisting them with completion by pointing out deficiencies.
• Conducting a monthly review of all new and modified vendor profiles to ensure proper documentation is on file and the vendors information is accurate with regards to remittance address, reporting status, etc.
• Performing calendar yearend tasks related to vendor maintenance in preparation for 1099 reporting, including the bulk e-Serve verification of all active vendors.
• Escalating critical issues surrounding vendor set ups/changes to management when solutions are not easily reached.

Essential Requirement:

To be considered for this role, you'll need:

• A high school diploma or equivalent.
• One to three (1-3) years of experience in vendor/supplier management, purchasing, or a high-volume accounts payable invoicing environment.
• Thorough understanding of the full cycle AP process and 1099 payment reporting requirement.
• Proficiency in Microsoft Office, particularly Microsoft Excel.

Ideal Attributes

Beyond the essentials, we're looking for someone who is:

• Accuracy and Attention to Detail: It's crucial for maintaining the integrity, compliance, timeliness, and validity of vendor data.
• Strong Communication Skills: Excellent verbal, listening, and written communication skills are required. The role involves being a primary point of contact for vendor data with diverse stakeholders, including external and internal business partners.
• Organizational Skills: The ability to plan and organize multiple tasks simultaneously is needed. This is important for managing a complex workload with many moving parts.
• Problem-Solving & Analytical Skills: Above-average problem-solving, critical thinking, and analytical skills are beneficial.
• Technical Proficiency: Experience with PeopleSoft or similar ERP systems is a significant plus.
• Customer Service Focus: A commitment to customer service is essential. This involves interacting with current and future vendors, responding to inquiries, assisting with documentation, and ensuring their accounts are set up correctly so they are eligible to receive payments.
• Adaptability and Flexibility: The best candidates are adaptable and flexible with the office environment, work schedule, and assignments. They should be willing to work independently and as part of a team.
• Reliability and Consistency: Being consistent and reliable is a key characteristic of successful individuals in this role. Regular and predictable attendance is required.

Work Environment:

• Physical requirements include sitting for extended periods; lifting and pushing/pulling up to 40 lbs.
• Work Schedule: Monday–Friday, 40 hours/week
• May be required to work more than forty hours during the workweek or on weekends when special projects need to be completed, or deadlines need to be met.

Our Mission and Vision

The mission of the Harris County Auditor's Office is to be a progressive, independent organization recognized for professionalism in fiscal oversight. Our vision is to foster sound financial management and operations at every level of county government while upholding the highest standards of integrity and stewardship.

Equal Opportunity Employer

Harris County is an Equal Opportunity Employer. Learn more about our equal employment opportunity plan here: Harris County EEO Plan.

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate. Employment also contingent on passing a drug screen.