University of Wisconsin - Madison

Position Vacancy ID: 73072
Title: FINANCIAL SPEC 2

 

POSITION DESCRIPTION Position No.Cert/Reclass Request No.Agency No.
EFFECTIVE DATE
9/8/2009
2850073072
285
NAME OF EMPLOYEE DEPARTMENT, UNIT, WORK ADDRESS
REBECCA AMES
L&S/CHEMISTRY/CHEMISTRY
CHEMISTRY BLDG, F DANIELS & J H MATHEWS
1101 UNIVERSITY AVE
 
CLASSIFICATION TITLE OF POSITION
FINANCIAL SPEC 2
CLASS TITLE OPTION NAME & CLASS OF FORMER INCUMBENT
Wermeling
AGENCY WORKING TITLE OF POSITION NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES
FINANCIAL SPEC 2
Patricia Wermeling - Financial Specialst 2
NAME AND CLASS OF FIRST-LINE SUPERVISOR
Rosana Ellmann - Academic Department Manager
DOES THE POSITION SUPERVISE SUBORDINATE EMPLOYEES IN THE PERMANENT POSITION? YES ___ NO ___
IF YES, COMPLETE AND ATTACH A SUPERVISORY POSITION ANALYSIS FORM
POSITION_SUMMARY - PLEASE DESCRIBE BELOW THE MAJOR GOALS OF THIS POSITION:
(See Attached)
DESCRIBE THE GOALS AND WORKER ACTIVITIES OF THIS POSITION (Please see sample format and instructions)
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 GOALS: Describe the major achievemants, outputs, or results. List them in descending order of importance.
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 WORKER ACTIVITIES: Under each goal, list the work activities performed to meet that goal.
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 Time%: Include for goals and major work activities.
TIME% GOAL AND WORKER ACTIVITIES(Continue on attached sheets)
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(See Attached)
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SUPERVISORY SECTION
a. The supervision, direction and review given to the work of this position is:
b. The statements and time estimates above and on attachments accurately describe the work
assigned to the position. (Please initial and date attachments)
Signature of first-line supervisor____________________________________________________Date_______________
EMPLOYEE SECTION
I have read and understand that the statements and time estimates above and on attachments are a description
of the functions assigned my position. (Please initial and date attachments)
Signature of employee_____________________________________________________________Date_______________
Signature of Personnel Manager____________________________________________________Date_______________
P-File Department of Employment Relations EmployeeDepartment File Cert Request Copy

 

Position Summary

This position provides financial support for the Department of Chemistry. Its main function is to process and assist in travel reimbursements as well as placing MDS and Aldrich Scientific orders for over 450 faculty and staff in the Department. This position also provides financial support in managing our departmental accounts.

 

Goals and Worker Activities

A.40%Process and Provide guidance on travel expense reimbursements.
1.Prepare travel expense reports. Properly document and process travel reimbursement claims. Interpret University, State, Federal and other external funding agencies rules, regulations, and policies to determine appropriateness and legality of claims and facilitate processing of reports.
2.Provide advice and alternative solutions to faculty, staff, and students who seek assistance/information or interpretation concerning complex travel matters.
3.Prepare Payment to Individual Reports for guests and workshop speakers. Provide guidance on visa and other international documentation requirements for processing payments.
4.Prepare direct charge forms.
5.Prepare non-salary payment transfer requests to correct payments charged to the wrong account or to correct appropriateness issues.
6.Prepare driver authorization forms for faculty, staff, and students to Risk Management for fleet car use.
   
B.25%Prepare, evaluate and process MDS and Sigma Aldrich Scientific orders for Faculty and Staff.
1.Place and trouble shoot Aldrich Scientific work orders and stores order forms from written commodity requests provided by approximately 450 faculty, staff and graduate students.
2.Place and trouble shoot MDS orders, managing accounts and orders for approximately 450 faculty, staff and graduate students.
3.Represent the Chemistry Department in ongoing efforts with Aldrich Scientific and MDS to streamline order placement process.
   
C.15%Prepare and reconcile internal budgets for departmental accounts.
1.Prepare budget allotments for spending categories in consultation with the Department Administrator and Executive Director.
2.Assign and manage sub class codes for departmental accounts.
3.Reconcile departmental accounting records with WISDM and assign budget category.
4.In conjuction with other Business Office Staff, resolve problems regarding such matters as unpaid invoices, problems with vendor payments or purchase order, incorrect payments, etc.
5.Report budget activity balances to the Executive Director and Department Administrator periodically.
6.Advise Department Administrator when spending appears to be in danger of exceeding budget.
7.Develop and maintain spreadsheets for comparison, analyses, and summaries.
   
D.10%Manage the sales transactions and customer service aspects of the NBO Process.
1.Process all NBO credit card orders and coordinate with shipping area to ensure timely delivery to the customer.
2.Prepare financial summaries of monthly sales of NBO software.
3.Ensure that all customer questions and requests are being answered and addressed on a timely manner.
   
E.5%Business Office Workgroup
1.Participate in the Business office workgroup to redefine procedures and make the Business Office more efficient.
2.Document and flowchart procedures.
3.Transfer accounting information to new systems as developed and cross check with previous system to ensure acuracy.
4.Other duties as assigned.
   
F.5%Back up other Business Office personnel as needed.
1.During absences provide support in Shipping and Receiving.
2.During absences provide support in Accounts Payable
3.During absences provide support in Purchasing.
   

Knowledge and Skills

  1. Knowledge of general accounting principles.
  2. Knowledge of travel policies and procedures.
  3. Knowledge of purchasing policies and procedures.
  4. Must be highly organized, detail-minded individual able to manage multiple responsibilities.
  5. Must demonstrate individual initiative, ability to exercise good judgement, and use resources effectively to meed established deadlines.
  6. Must be experienced in the use of personal computers (e-mail, MS Office applications, web-based applications.)
  7. Must be experienced in the use of Access and Paradox databases.