University of Wisconsin - Madison

Position Vacancy ID: 83587

Title: FINANCIAL SPEC 3

Working Title:	FINANCIAL SPEC 3
FTE:	1
Schedule - Range:	02-12
Organization:	SCHOOL OF HUMAN ECOLOGY - BUSINESS OFFICE
Schedule Comment:	7:45am-11:45am 12:30pm-4:30pm

Job Summary:

This position is responsible for following Federal, State, University and School of Human Ecology policies and procedures while processing various fiscal transactions including deposits, requisitions, work orders, travel reimbursement, payments to individuals, payments to vendors, pro-card transactions and purchases. This position is the primary pro-card approver for the Division and oversees the management and processing of fiscal transactions including corrective actions for purchases entered into the PVS Net Purchasing Card System. This position coordinates complex purchases made by faculty, staff and students and monitors expenditures of various dollar amounts that can be between different departments, colleges, Centers and funding agencies. This position troubleshoots purchasing issues on behalf of the department or Center, and prepares a variety of general accounting forms, i.e., PIRs, vendor refunds, and Direct Charges. The position prepares requisitions and internal work orders and maintains MDS, DoIt, Physical plant and Fleet vehicle numbers for the Division. Responsibilities include interpretation and knowledge of a broad variety of projects and accounting transactions, resolving problems relative to fiscal matters along with implementing operational and procedural changes.

The position of Financial Specialist 3 serves as the first point of contact for Department faculty, staff, students, Center staff, and is considered also the Dean¿s office for advice, direction, training, and problem resolution related to transactions and processes. The position requires extensive written and oral communication skills and the ability to establish and maintain effective working relationships with UW faculty/staff, administrative offices, and the general public. The ability to work independently, to exercise sound judgment and discretion, in developing, applying and interpreting UW financial policies and procedures is imperative. The incumbent has signature authority for the Division and signs off on delegated department financial transactions. The position provides financial management assistance to the faculty, purchasing, reimbursements and reporting for various funds in the Division including 133, 135, 233, 143, 104, 161 and 144 funds. The School of Human Ecology has financial operations and activities totaling more than $15.3 million annually. The Division has approximately 300 employees, including faculty, Center staff, academic staff, classified staff and graduate students.

The Financial Specialist 3 duties are performed under general supervision of the Assistant Dean of Administration in compliance with University and Agency guidelines.

Goals and Worker Activities

A.	55%	Financial Management: Monitor, reconcile, project and audit specific grants and contract accounts as well as other specific state funding sources.
	1.	Review, monitor and ensure that Extension funds 143 and 104 are budgeted and spent according to rules and regulations. Work with Extension staff providing training and guidance, and ensure problem resolution. Perform cost transfers as needed.
	2.	Analyze financial accounts to ensure category spending is within parameters. Prepare non-salary cash transfers as needed when spending was recorded improperly on accounts.
	3.	Work with PI's on closing their accounts as funds are depleted or end dates approach. Notify other members of the business office when spending should stop on funds that are depleted.
	4.	Troubleshoot issues, work orders and Sole Source agreements (ASSA) sub agreements and advise on proper procedures to completion.
	5.	Monitor all open blanket orders, taking action to correct discrepancies and determine if order is to remain open or closed. Renew expired blanket orders if appropriate and necessary.
	6.	Consult and advise investigators regarding re-budgeting needs, propose alternatives and expedite processing of accounting/budget decisions.
	7.	Create invoices for services. Reconcile accounts with WISDM. Investigate and resolve errors as necessary.
	8.	Process all subscription and membership renewals for faculty and staff, as required. Maintain familiarity with University policies and procedures to accurately process subscriptions and memberships.
	9.	Utilize SFS-WISDM, PVS Net, E-Reimbursement, and MDS-PAT tools to respond to inquiries and extract and analyze data, and generate reports and spreadsheets when requested by Assistant Dean, or when providing oversight to manage funds and transactions.
	10.	Monitor and manage funding sources for internal cost service centers (i.e. MDS, FP&M, and DoIT) and phone lines. Identify funding issues, and work with Dean's Business Services staff, post-award staff, or PIs to resolve funding issues. Work with internal service centers to learn their systems and apply best practices for requesting service or funding changes.
	11.	Prepare and process direct charges, including airfare, registrations, utility bills, honorariums and process Emergency Transactions as required.
	12.	Prepare and process vendor refund forms.
	13.	Prepare and process cost transfer requests in conjunction with supervisor and provide backup support as needed for salary cost transfers (SCT).
	14.	Respond to inquiries from faculty/staff about their orders/invoices using the WISDM financial system.
	15.	Set up and maintain Material Distribution Service (MDS) numbers, Do It, and Physical plant and fleet vehicle numbers for correct funding and account codes.
	16.	Serve as School of Human ecology primary expert in Human Subject payments. Ensure process follows all regulations, and references appropriate IRB proposal. Work with PI from inception to termination of all processes and payments.
	17.	Manage Scholarship funds and prepare documents to issue scholarship payments to SoHE students in a timely manner and submit to appropriate campus offices for approval and dispersing funds. Collect appropriate student identification information in order to request checks. Verify Student enrollment status. Reconcile scholarship accounts (funds 133 and 161) and prepare non-salary transfers as needed.

B.	15%	Reimbursement Process.
	1.	Serve as Divisional representative for approver or alternate roles in E-Reimbursement workflow process.
	2.	Approve travel /non-travel expense reports for faculty, staff and students using the E-Reimbursement system.
	3.	Use website tools and resources to determine domestic lodging limits, foreign per diem rates, foreign currency exchange rates and rental car contract rates. Advise or respond to related inquiries from faculty, staff, and students.
	4.	Train and mentor new faculty, staff, and students regarding the process for submitting reimbursement claims. Advise on the use of available resources and tools and the interpretation of regulations. Advise on options for non-routine claims. Communicate the roles and expectations of the reimbursement process.
	5.	Prepare payment to individual reports submitted to reimburse non-UW students and non-UW employees or pay UW students. Types of payments include services, scholarships, and fellowships. Independently ensure documentation requirements are met, compliance with regulations and apply appropriate funding.
	6.	Prepare direct payments to pay invoices to external vendors. Independently ensure documentation requirements are met, compliance with regulations and apply appropriate funding.
	7.	Approve fairly complex domestic and international e-Reimbursements for the Division, as well as non-employees according to university travel regulations and procedures. Assist in requesting travel advances as needed. Track and ensure payment has been received and resolve problems. Prepare honorarium payments for U.S. and international seminar speakers. Determine appropriateness and legality of expenses by referring to established UW policies and procedures. Determine correct account codes and funding codes (grants, gifts and state funding sources) for payment, and supply supporting documentation as needed (visa and immigration documents for foreign travelers). Ensure appropriate deadlines are met for payment.

C.	5%	Serve as PVS Net Purchasing Card System primary approver.
	1.	Provide necessary forms for the setup of new PVS net card accounts, counsel on the approved use of cards and card security. Serve as resource person for interpretation of policies and procedures, questions on allowable use and correction of errors.
	2.	Be able to Enter purchasing card edits per receipts or other documentation from staff. Ensure that correct funding has been provided. Work with PI or designated staff to determine correct funding as needed.
	3.	Identify unallowable purchases and inform cardholders when purchase(s) must be removed from the purchase card. Identify overcharges and extraneous charges such as vendors charging sales tax in error. Instruct cardholders to contact vendors to receive credits.
	4.	Prepare non-salary payment transfers for purchase card transactions when necessary.
	5.	Maintain competency to serve as site manager through training offered by the campus Purchasing Card Office.
	6.	Proactively assist all personnel in preparing appropriate purchasing card authorization and designated user forms.

D.	10%	Purchasing and Processing of Supplies and Equipment.
	1.	Receive initial request to have requisition completed. Check order for correct quantity, price and description. Interpret rules and regulations and provide proper account codes, etc. Contact individual ordering or vendor if clarification is needed. Process requisition information through computerized accounting system and provide final copy. Submit printed requisitions for departmental approval/signature.
	2.	Correctly open and close blanket orders and maintain an active list of blanket order numbers. Monitor blanket orders established on grant and federal funds to assure that renewals are processed in a timely fashion and that PIs have current purchase order numbers. Maintain department files and records of requisitions.
	3.	Check purchase orders against requisitions. Notify individual placing orders of any changes, especially if there is a change in vendor or price. Take corrective measures if necessary. Correctly process invoices received in the department. Correctly post invoices to appropriate grants and department files.
	4.	Work with outside vendors to reconcile any late invoices or problems that may occur with purchasing.
	5.	Ensure that department and Center personnel are informed of UW purchasing guidelines, and work with staff to identify, analyze and solve problems with procurement requests. Coordinate equipment and lab purchases between various funding sources and departments on campus.
	6.	Inform new staff of departmental and University purchasing procedures.
	7.	As a Divisional Purchasing Agent and approver for grants, projects and other accounts, create and process requisitions, blanket orders, work orders and store orders requested by approximately 200 faculty, staff and graduate students, choosing the appropriate mechanism to process these requests.
	8.	Advise faculty and staff on procedures for placement of complex orders that may require competitive bids, trade-ins or in-kind donations. Interpret policies and procedures as well as collaborate with UW Purchasing, RSP, and other institutions to gain all required approvals.
	9.	Interpret and apply university policies and procedures to purchases that require additional verification for Gallery, design, or other technical purpose.
	10.	Advise personnel on correct contract vendor supply sources for various items. Maintain knowledge of contract vendors and corresponding commodity and or service.
	11.	Advise faculty in purchasing contract terms and conditions. Interpret contract language in order to ensure that expenditures are following contract guidelines for appropriateness, documentation and justification.
	12.	Analyze purchasing funding, reviewing grant balances and terms, to ensure that expenditures may be charged to specific grants.
	13.	Act as Division resource on all purchasing issues, informing appropriate Department and Center staff and faculty when policies and procedures change.
	14.	Represent the School of Human Ecology at purchasing agent meetings.

E.	15%	Office Support Duties.
	1.	Provide backup to Deans office assistant during absences.
	2.	Assist Dean of Administration with other duties as assigned.

Knowledge and Skills

Ability to understand the complex procedures required for invoice auditing, payment and reconciling as well as associated problem resolution.
Ability to interpret general University and specific Business Services policies and procedures that apply to the purchasing, accounts payable, capital equipment, etc. functions of the position.
Knowledge of accounting principles and mathematics.
Knowledge of MS Windows operating systems and associated applications including Excel, Access, MS Word or the ability to convert current knowledge of comparable applications to MS applications quickly.
Ability to use online data entry concepts and UW information systems such as 3270, WISDM, and InfoAccess.
Knowledge of modern office procedures. Ability to access Internet web sites to retrieve information, forms, etc..
Knowledge of organizational and time management techniques and the ability to apply them. Must be able to handle a variety of tasks with varying time constraints.
Ability to accept and learn changing automated accounting and financial systems.
Ability to resolve vendor and order related issues in a diplomatic and timely manner.
Ability to establish and maintain good working relationships with a variety of people at all levels inside and outside of the department.
Excellent verbal and written communication skills and ability to relate complex information in an understandable fashion to a variety of people with various levels of knowledge on the topic.
Ability to use customer service techniques to be responsive to customer or vendor inquiries and needs. Respond to inquiries fully and thoroughly. Ask questions to get at the specific issue so accurate information is relayed or retrieved.
Strong ability to problem solve. Requires ability to identify the problem, identify the resources needed to resolve it, and the ability to identify a course of action to resolve the problem.

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