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University of Wisconsin - Madison

Position Vacancy ID: 83007
Title: FINANCIAL SPEC 3

Working Title:FINANCIAL SPEC 3
FTE:1
Schedule - Range:02-12
Organization:SCHOOL OF EDUCATION - ART
Schedule
Comment:		7:45am - 4:30pm

Job Summary:The University of Wisconsin Art Department is one of the largest departments within in the School of Education with an enrollment of over 400 undergraduate majors and approximatively 100 graduate students. The Art Department consists of 30 faculty positions, approximately 14 academic staff positions and 5 classified employees. The budget for the Department is approximatively $4,828,750 per year.

Under the general supervision of the Department Administrator, this position provides complex accounting services and administrative assistance. Financial Specialist provides advice and interprets rules, regulations, policies, and guidelines to faculty, staff and graduate assistants pertaining to accounting services within the Art Department and assists Tandem Press when neeed. This position developes and maintains accounting and financial records for all Art Department accounts and provides trend analysis and query as needed. This position provides financial management, purchasing, management of leave recods and reports for various accounts, including GPR(101), gifts and endowments (133), auxilliary (136) and foundation accounts. The department has expenditures over $4,828,750 million in various accounts.

Working with Art Department PA and Art Education faculty, this position maintains contact with external agencies, cooperative teachers and students in the field. This position, also working with Art Department PA and Art Education faculty , will act as liaison to provide adminstrative assistance for student teachers in the field and cooperative teachers, program delivery, assessment and recordkeeping for field placements of pre-service student teachers and special projects.

This position also provides complex administrative assistance for purchasing and travel processing to the Art Department main business office and the Art Education Area. The purchasing component of this position is particularly important in that the Art Department expends a significant amount of money on supplies purchases, and coursework is often dependent on art supplies being efficiently managed and available.

 

Goals and Worker Activities

A.35%Assist Department Administrator to provide Financial Management for Art Department and assist Tandem Press when needed.
1.Create, develop and maintain a computer based financial system, including bookkeeping, reporting and forms.
2.Responsible for the maintainance and administration of accounting records for all Department accounts including GPR funds, Trust Fund accounts, Auxilliary accounts, gifts and endowment funds and federal funds.
3.Work with Department Administrator to monitor and audit all financial transactions. Ensure expenditures and changes to budgets are in compliance with Universtiy, state, and granting agency guidelines and regulations.
4.Assist Department Administrator with the reconciliation of department accounting records with WISDM. Resolve discrepancies in a timely manner, working with appropriate campus offices, School of Education Business Office, Grad School Accounting, UW Accounting, Research and Sponsored Programs, Purchasing Department. Monitor transactions charged to funds (salaries, fringe benefits, overhead, travel, supplies, computing equipment, maintenance agreements, etc.) and resolve all accounting problems initiating non-salary cash transfers when appropriate.
5.Responsible for informing faculty members of the status of their accounts. Advise, answer inquires and resolve problems regarding the accounts.
6.Responsible for preparation of appropriate forms for UW Foundation deposits, reimbursements, and transfer of funds. Be knowledgeable of each account's granting restrictions and ensure that all expenditures are in line with the donor's wishes. Audit all deposits and expenditures against Foundation reports to ensure accuracy. Keep Department Administrator appraised of balances.
7.Interpret and apply Graduate School, College and University expenditures policies and procedures on flexible research grants, travel grants, honoraria, capital purchases and other awards.
8.Responsible for preparation of monthly financial reports, trend analysis, queries and other financial reports as requested by the Department Administrator.
   
B.20%Responsible for organizing and processing travel expenses
1.Process travel advances and travel expense reports for faculty, graduate students and visitors for the Department. Prepare detailed, accurate expense reports, which may involve converting foreign currency to US currency.
2.Assist travelers in securing automobiles when needed through University Car Fleet and Department of Administration Car Fleet. Ensure that proper fund coding is used by traveler when making on-line reservation.
3.Responsible for processing travel expense reports and moving expenses for new faculty.
4.Working with the Department Administrator, disseminate pertinent travel regulations to faculty, staff and visitors about expenditure limits, preferred vendors, airlines, hotels, auto rentals, etc. Coordinate travel and hotel reservations.
5.Working with faculty, staff, and visitors to make travel reservations, including airline, hotel, vehicle, etc.
   
C.20%Responsible for Purchasing Supplies
1.Responsible for management of accurate procedures for initiating, logging and tracking internal and external requisitions, as well as monitoring and reporting purchases for the department. Maintain complete records tracking of vendor, description, cost, correct fund and account codes so expenses can be efficiently researched.
2.Act as designated user (or purchase/travel card holder) for purchases made using the Department Purchasing and Travel Cards and maintain logs. Follow all state and University rules and regulations for proper use.
3.Responsible for the bi-weekly preparation of Purchasing Transaction report for auditing by Purchasing Card Site Manager.
4.Verify accuracy of all purchase orders and resolve discrepancies. Responsible for canceling or changing orders.
5.Independently set up and monitor external blanket orders for department funds and individual faculty orders for Stores, Physical Plant, University Bookstore, DoIT, etc. Order supplies from Material Distribution Services, Staples via online entry. Monitor work orders to Physical Plant each time a request is made and ensure estimates are received when needed. Reconcile monthly bills against orders and post against proper fund. Resolve issues on questionable charges.
6.Responsible for processing and special handling of Emergency Transactions ensuring appropriate University guidelines and policies are followed.
7.Independently set up blanket orders for supplies; investigate and determine vendor's best prices.
8.Responsible for processing payments to individuals and all other expenses and invoices connected with the department.
9.Responsible for management of course fees via database setup and maintenance, tracking deposits, payment records, and student record holds for non-payment. Also manage budget and expenses associated with student fees.
   
D.15%Payroll and Personnel duties
1.Responsible for management of leave reporting for faculty and academic staff, collect the monthly leave reports from faculty and unclassified staff. Enter unclassified leave data in HRS.
2.Responsible for entering into the I-9 HireRight system (or verifying already entered) and checking and verifying appropriate I-9 identification (RE: Immigration Act) for student hourly/work study employees..
3.Reconcile student payroll with area budgets and WISDM. Monthly notification to faculty of the balance remaining in their student employee budget.
4.Repsonsible for monitoring bi-weekly student hourly entry, and supervisor approval in HRS and student payroll.
5.Serve as back-up payroll processor for bi-weekly classified staff payroll.
   
E.5%Working with Art Department PA, provide administrative assistance to Art Education Area.
1.Provide assistance in the ordering of supplies for courses (Elementary Education - Teaching Art, Art Education, faculty and office); maintain detailed ledgers of budgetary expenditures.
2.Provide administrative assistance in program delivery, assessment and record keeping for field placements of pre-service student teachers; special projects (National symposiums, State Art Education Conferences, DPI certification of program, program assessment and review.)
3.Serve as backup for scheduling appointments for Art Education faculty. Serve as backup to organize meetings for faculty and pre-service teachers.
4.Serve as backup to produce, reproduce and maintain programmatic materials/information.
5.Serve as backup to answer all incoming calls to area, take messages and direct calls.
6.Serve as backup contact person for student teachers in the field and cooperating teachers.
   
F.5%Other duties
1.Attend meetings, workshops and seminars as required.
2.Provide back up for other staff because of seasonal work load shifts and leaves of absence.
3.Ability to lift and carry 50 lbs to make deliveries of supplies and equipment ordered by various faculty, staff and departments.
4.Ability to engage in 20 - 30 minute walks to various campus locations to deliver mail and other forms or packages.
5.Maintenance and operation of office equipment, like copiers, printers, fax, and telephones.
6.Other duties as assigned.
   

Knowledge and Skills

  1. Knowledge of University, State and Federal purchasing rules and regulations.
  2. Excellent working knowledge of State travel rules and regulations.
  3. Ability to understand and follow difficult written and oral communications.
  4. Ability to speak and write effectively.
  5. Knowledge of Microsoft Word and Excel.
  6. Knowledge of Microsoft Excel and abilty to create, update and maintain complex spreadsheets with formulas.
  7. Knowledge of the University systems of WISDM, ProCard, UW Foundation campus access, ISIS, HireRight I-9, and the new PeopleSoft HR system.
  8. Ability to establish and maintain effective working relationships with co-workers, supervisors and campus personnel.
  9. Knowledge and understanding of all Art Department funding sources.
  10. Knowledge of vendor, description, cost, correct fund and class codes
  11. Knowledge of school placement and certification.
  12. Knowledge of various Art Department disciplines is helpful
  13. Knowledge of operation and maintenance of standard office equipment, like copiers, printers, fax and telephones.

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University Of Wisconsin Home PageUW Office Of Human Resources
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Wisconsin OSER (Office Of State Employment Relations) Home PageOSER State Personnel Information