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University of Wisconsin - Madison

Position Vacancy ID: 82456
Title: ACCOUNTANT

Working Title:ACCOUNTANT
FTE:1
Schedule - Range:07-04
Organization:COLLEGE OF ENGINEERING - CIVIL & ENVIRONMENTAL ENGINEERING
Schedule
Comment:		Monday through Friday, 7:45 a.m. - 4:30 p.m., some flexibility may be considered.

Job Summary:This position provides financial support services, post-award management, and budget management for the Wisconsin Transportation Operations and Safety (TOPS) Lab and the Department of Civil & Environmental Engineering (CEE) at the University of Wisconsin-Madison. The Civil & Environmental Engineering Department in the College of Engineering at the University of Wisconsin-Madison enrolls approximately 393 undergraduate students and 168 MS and PhD graduate students from all over the world, and has 21 faculty members, 13 Adjunct faculty members, 34 academic staff and 12 classified staff members, with state expenditures exceeding $3 million annually, research expenditures exceeding $11 million annually.

The accountant will be responsible for working with the Department Chair and the Academic Department Manager, and faculty on budget development and management, operational data analysis and reporting, payroll management, and revenue management. The position must independently prepare and present updated reports on all funds to the Director of the TOPS Lab, Department Chair and faculty as appropriate and requires a strong working knowledge of Generally Accepted Accounting Procedures and Generally Accepted Auditing Standards in addition to college, university, UW Trust, and UW Foundation operating procedures and policies. The accountant plays an integral part in development of policies and procedures for the successful financial management, forecasting, and reporting of research funds and is a primary financial support person.

 

Goals and Worker Activities

A.40%Management of Federal and Non-Federal Research Accounts and Contracts
1.Manage and monitor research contracts awarded to the department and associated centers. Verify funding is correct and available during payroll staging and transaction approval process, and meets appropriate audit trail standards. Provide regular status reports to the Academic Department Manager and staff.
2.Provide PIs with direction and guidance in post-award management, including personnel budgeting changes, purchasing expenditures, subcontracts, financial reporting and closeout requirements.
3.Independently create and maintain financial reports or spreadsheets for department and/or faculty as needed. Provide fund/grant/contract support by using tools and resources to develop data sheets, assist with analysis to determine course of action, and determine final expenditures in preparation for closure. Examples would include 136 funds, 233 gift fund balance, 133 industry and 144 federal project tracking.
4.Project spending levels and ending balances for multi-year grants in conjunction with the PIs. Advise PIs on account review, techniques of account balance projection, variance analyses and budget monitoring and/or development methodologies.
5.Resolve all financial questions and problems related to grants and contracts. Prepare no-cost extension requests for all types of grants and contracts. Work with COE and RSP grants administrators, external university research administrators, and outside contract sources to resolve issues such as late payments, budget over expenditures, budget deviations, invoicing issues, and negotiate additions to budgets and research inquiries.
6.Develop and maintain networks with the following offices: COE Research Services, UW Graduate School, funding agencies and RSP for the purpose of interpreting grant terms and assuring compliance with the university and/or funding agency policies and procedures and to resolve problems/questions.
7.Maintain liaison with PIs, COE Dean's Office and RSP to properly account for and analyze grant closings, terminations, extensions, and re-budgeting in a timely manner.
8.Advise payroll staff on proper payrolling of staff and students on grants, contracts, and agreements.
9.Monitor and manage funding of internal cost service centers. Work with PIs and staff to maintain current funding of MDS, FPM, Doit, procurement cards, and Extension Mail Services accounts. Serve as a resource for inquiries and guide resolution of problems.
10.Work with department staff and faculty to identify, prepare, and review/approve salary and non-salary cost transfer request forms following RSP and division cost transfer policies and procedures. Provide advice and training to support staff on appropriate transfer formats, compliance, and supporting documentation.
11.Work with department faculty and staff, RSP staff, and funding agency personnel to ensure all research reporting is coordinated and timely.
12.Assist with development and revision of proposal budgets, submission of WISPER records, Cayuse, and NSF Fastlane proposal entry. and completion of various required pre-award and post-award forms.
   
B.35%Work with the Department Chair and Academic Department Manager to manage all aspects of accounting/budgeting, establishing and maintaining Generally Accepted Accounting Principles (GAAP) policies for the Department's federal (144) and non-federally funded research accounts (133), UW Foundation accounts, UW Trust Funds, state funds (101), gift (233), grant and scholarship funds, 136, 150, 161, and 135 grad school accounts.
1.Establish expenditure tracking mechanisms. Allocate revenues and expenses among funds. Monitor accounts, determine when new accounts are needed, and create (or delete) accounts as deemed necessary.
2.Reconcile financial transactions using WISDM, UW Foundation and other resources, including Revenue, Gift, Trust Fund, and UW Foundation Restricted and Endowment funds. Interpret departmental, UW, Foundation and State expenditure policies and ensure expenditure compliance. Investigate discrepancies and instigate corrective action.
3.Develop, implement, and manage internal cost/expense allocation methodologies to provide cost accounting information to department.
4.Analyze and interpret internal and external financial reports. Review transactions for proper fund, project, account code, activity code, accounting period and function. Initiate corrective action when necessary.
5.Establish polices for and oversee the initiation of and preparation for various financial transactions, including acquisitions, payments and cost transfers. Instruct and advise staff on these procedures.
6.Establish procedures for the adequate maintenance of financial records and ensure financial transactions and record trails comply with GAAP and GAAS. Work closely with the College of Engineering Research staff to ensure compliance with Federal and Non-Federal sponsored project's terms and conditions.
7.Coordinate financial transactions, policies, and procedures for the department with Chair, Academic Department Manager, and staff. Participate in and coordinate periodic meetings with staff to develop or improve internal systems or procedures.
   
C.15%Management and Development of Audit Processes
1.Serve as the primary resource for managers, PIs, and staff who have UW fiscal-related questions.
2.Serve as the lead person in the reconciliation, audit and review of federal and non-federal gift, grant, contract and interagency accounts, including State, UW, Graduate School, UW Foundation, UW Trust Funds and contracts with private businesses/agencies.
3.Advise Effort Coordinator of any contract or grant's pending salary transactions that will impact an effort report's processing.
4.As scheduled, meet with auditors to explain, justify, and furnish documentation regarding expenditures in connection with grant funds.
   
D.10%Miscellaneous Duties
1.Participate in management meetings regarding fiscal operations and department policies. Meet regularly with the Chair and Academic Department Manager of discuss Business Office and UW Foundation issues and process development or improvements.
2.Serve as lead for business operations, instructing, responding to inquiries and advising others preparing reimbursements and payments.
3.Serve as a back-up Payroll & Benefits Specialist for the department.
4.Function as a departmental liaison with various campus departments and administrative units. Represent the department at various campus or division meetings, or on project teams.
5.Serve as back-up Effort Coordinator for the department.
6.Other duties as assigned.
   

Knowledge and Skills

  1. Knowledge of Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS).
  2. Thorough knowledge of budgeting and appropriation regulations and processes, regulations and restrictions on various account types (i.e., Program Revenue, Gift, GPR, UW Foundation Endowments and restricted funds, UW Trust funds, federal grants, interagency agreements, contracts).
  3. Ability to determine policies, set practices, develop and maintain an accounting program in a complex accounting environment.
  4. Comprehension of and ability to use spreadsheet software, as well as the ability to build, maintain and update a customized accounting system.
  5. Solid skills with commercial software (i.e., MS Word, Excel) and government grant submission programs (i.e., WISDM, WISPER, E-Reimbursement).
  6. Strong analytical, problem-solving and communication skills as well as ability to independently determine priorities and interpret State, Federal, and granting-authority regulations.
  7. Willingness an initiative to keep knowledge of accounting, finance, software, and business technologies up-to-date; and initiate changes when appropriate.
  8. Strong oral and written communication skills.
  9. Ability to work independently and be self-motivated.
  10. Well developed analytical, organizational, and time-management skills.

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