University of Wisconsin - Madison

Position Vacancy ID: 77251
Title: FINANCIAL SPEC 2

 

POSITION DESCRIPTION Position No.Cert/Reclass Request No.Agency No.
EFFECTIVE DATE
12/21/2010
2850077251
285
NAME OF EMPLOYEE DEPARTMENT, UNIT, WORK ADDRESS
ALYSON AMENDA
L&S/ZOOLOGY/ZOOLOGY
250 N. Mills Street
 
 
CLASSIFICATION TITLE OF POSITION
FINANCIAL SPEC 2
CLASS TITLE OPTION NAME & CLASS OF FORMER INCUMBENT
Will Egen
AGENCY WORKING TITLE OF POSITION NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES
FINANCIAL SPEC 2
NAME AND CLASS OF FIRST-LINE SUPERVISOR
Margaret Nowicki - Academic Dept Supervisor
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 fiscal and purchasing support to faculty, students, and staff of the Zoology Department. This position is part of the department¿s fiscal team and is responsible for general departmental support, procurement requests, and assists the financial staff with general accounting support. This position requires maintaining relationships with and providing guidance to faculty and staff in financial and purchasing areas.

 

Goals and Worker Activities

A.45% Provide accounting support. Independently carry out audit and accounting activities to support the Zoology department.
1. Process monthly charges for department funds allocated to various faculty labs and programs, i.e. Telephone, postage, photocopies, dry ice.
2. Process departmental charge backs for the electronics shop, instrument shop, artist services, storeroom, and departmental vehicle use
3. Process interdepartmental billings using JET (Journal Entry Tool)
4. Manage internal orders using DoIt numbers and the funding associated with the DoIt numbers.
5. Assist with reviewing 101 internal accounting processes.
6. Monitor various account balances to ensure positive balances prior to charges posting against funds by using the WISDM financial system.
7. Independently process and disseminate all external requisitions for requested purchases.
8. Independently process and disseminate new blanket order requisitions at the start of the fiscal or grant year for faculty and staff. Renew Continuing Order Requisitions as needed by the department research labs. Renew expired blanket orders if appropriate and necessary.
9. Maintain Excel spreadsheet for all paid invoices on all Blanket Orders for the department and faculty fund accounts. File all paid invoices in appropriate fund/account files in accordance with audit requirements.
10. Create requisitions for purchases requiring the bidding process as required by UW Purchasing policies.
11. Perform relevant research and attend training as required to stay abreast of purchasing guidelines.
12.Serve as department purchasing agent liaison to the UW Purchasing and internal and external vendors, investigate purchasing problems, resolve disputes and enforce restrictions and regulations. Monitor fiscal transactions in process through University channels. Verify incoming order for accuracy and completeness.
   
B.25% Manage Department Travel needs
1.Responsible for being the department contact and lead worker in implementing the E-reimbursement program.
2.Place all orders using the Department travel card. Know and understand the University travel card policies regulations and documentation requirements. Advise faculty, staff, and students on current travel reimbursement procedures and policies.
3.Determine valid use of travel card for airfare, hotel, conference registration, and car rental by advising UW travelers of UW travel guidelines.
4.Assist faculty, staff, and students with travel arrangements being billed to the departmental travel card.
5.Maintain accurate documentation of expenditures on the travel card for auditing purposes
6. Assist with determining accurate funding to be charged for charges to the department travel card.
   
C.15%Provide assistance for Zoology courses
1.Assist Zoology undergraduates with contacting Zoology advisors, faculty, and department staff if necessary
2.Arrange and manage checkout of instructional support equipment such as projectors, microphones, computer peripherals, etc. for TA¿s lectures, speakers, and guest faculty.
3.Using ISIS, authorize students for Zoo 699 Independent Study Credits.
4.Using R25 reserve classrooms for exams and evening review sessions for exams
5.Serve as intake for TA applications; create spreadsheet with pertinent application information.
6.In cooperation with the Instructional Program Manager and the Payroll & Benefits Specialist create the TA Early report each Fall and Spring for L&S Dean¿s office and assist with preparing TA offer letters.
   
D.15%General Office Support
1.Serve as the Department receptionist.
2.Provide assistance to walk in visitors, including but not limited to, faculty, staff, and students. Answer the general department telephone.
3.Provide administrative and clerical support services to other office staff at the discretion of the Departmental Supervisor
4.Provide assistance to the UW trades people and outside contractors by contacting technical staff or building administrator.
5.Serve as back up for mail delivery, errands, and in processing outgoing FedEX and UPS packages and arranging pickup.
6.Manage waitlists for Zoology courses as instructed by Zoology faculty
7.Assist Payroll staff with monitoring and recording Unclassified leave reports
8.General clerical duties as requested
9.Serve as backup for processing TER¿s, PIR¿s, and DP¿s.
10.Miscellaneous duties as needed. 10. Miscellaneous duties as needed. 10. Miscellaneous duties as needed.
   

Knowledge and Skills

  1. Knowledge of purchasing and travel policies and regulations
  2. Good financial reporting skils, record keeping and filing practices
  3. Knowledgeable about basic accounting procedures
  4. Experience with word processing, specialized reporting systems, such as Word, Excel, Access, WISDM and ISIS
  5. Must be organized, and able to manage multiple priorities at the same time and meet deadlines.
  6. Excellent interpersonal skills and ability to deal with a wide range personnel.
  7. Ability to be creative, flexible, self-motivated, and quality oriented