University of Wisconsin - Madison

Position Vacancy ID: 77281
Title: ACCOUNTANT

 

POSITION DESCRIPTION Position No.Cert/Reclass Request No.Agency No.
EFFECTIVE DATE
9/27/2010
2850077281
285
NAME OF EMPLOYEE DEPARTMENT, UNIT, WORK ADDRESS
KATIE CANALES
ENGR/OPERATIONS/FISCAL AFF
ENGINEERING HALL
1415 ENGINEERING DR
 
CLASSIFICATION TITLE OF POSITION
ACCOUNTANT
CLASS TITLE OPTION NAME & CLASS OF FORMER INCUMBENT
 
AGENCY WORKING TITLE OF POSITION NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES
ACCOUNTANT
Christine Reinke - Accountant
NAME AND CLASS OF FIRST-LINE SUPERVISOR
Barbara McPherson - Associate Dean
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

The College of Engineering (CoE) consists of nine academic departments and 40+ research centers, which along with the Dean's Office, have approximately 750 employees and an annual budget of $73M . On an annual basis, the CoE receives funding from multiple sources including General Purchase Revenue (GPR), UW Foundation Gifts, Federal Grants and Industrial Grants. As a result, the CoE has complex financial and accounting needs that require oversight and coordination.

This position performs responsible professional accounting practicies requiring the knowledge and application of accounting theories and principles for the University of Wisconsin-Madison College of Engineering. This position involves a variety of fiscal management and accounting activities including: monitoring and coordination of fiscal year end closing; monitoring expenditures and reconciling fund balances; interpreting fund requirements and deadlines and ensuring expenditures are in line with these requirements; recommending action on various accounting questions; serving as business operations resource person for State, University and College policy development, interpretation and implementation. Work is performed under close supervision.

 

Goals and Worker Activities

A.50% Accounting Duties
1.Apply generally accepted accounting principles (GAAP) for the College. Interpret, ensure compliance and advise Engineering department financial staff on State statues; Federal regulations; State, UW System and Madison campus rules, regulations and guidelines; and appropriate policies and procedures relating to financial transactions in the area of accounting.
2.Advise faculty, financial and administrative staff on all aspects of the campus accounting system, financial reports, accounting policies and procedures, and Trust Fund operations. Provide financial information, interpretation and direction for financial problem resolution and guidance in proper accounting of transactions.
3.Facilitate use of the Shared Financial System and the general ledger reporting system working with central accounting/business services. Advocate for department and College needs to meet fiscal management and accounting responsibilities.
4.Determine how, and where special entries (non-salary payment transfers) should be made to correct errors in the ledger or to present financial data correctly. Prepare manual materials and documentation, conduct training and verify financial system integrity. Resolve complex problems as they arise.
5.Continually monitor fund balances to ensure positive balances. When accounts are negative, work closely with departmental staff to develop plans to bring the accounts back to a solvent position.
6.Monitor payment transfers (non-salary payment process) insuring the proper recording of debits and credits to the accounting system and the adherence to generally accepted accounting practices.
7.Initiate and authorize reallocation of funds (budget transfers) between College departments.
8.Analyze College and departmental fiscal data and develop financial reports for use by the Dean and Associate Dean in determination of critical budget decisions.
9.Interpret a wide variety of accounting reports including budget allotments, gift and grant financial statement reports, imprest accounting, and program revenue budgeting and deposit reconciliations.
10.Report budget information to department chairs, financial and administrative staff to assist them in managing account balances.
11.Serve as the College representative on committees to evaluate and establish campus accounting policies and procedures.
12.Work with the Associate Deans to review the College account structure, setting up and closing out accounts and defining edit authority.
13.Assist along with other Business office staff in the implementation and training of E-Reimbursement System. Audit and approve UW-employees reimbursement requests using E-reimbursement System.
   
B.20%Business Processes
1.Advise faculty, financial and administrative staff on purchases. Investigate questionable activity, take corrective action and report discrepancies to the Associate Dean.
2.Provide training in workshops, discussions and group training meetings on all aspects of business operations including use of WISDM to account for receipt, payment and encumbrance transactions and to meet financial reporting needs; proper accounting for corrections to prior payments; and documentation and accounting requirements of purchases.
3.Interpret, explain and advise department chairs, financial and administrative staff on a variety of complex rules and regulations including: purchasing and accounting policies and procedures; nonresident alien payment processing and visa options; travel regulations; payments for services and purchasing and accounting processing systems. Suggest alternative methods of payment related to: non-immigrant visa options, documentation and eligible payments; tax status and required documents; foreign travel funding restrictions and documentation requirements; conferences and symposia; payments to individuals and employee/employer relationships; and academic support services.
4.Monitor expenditures and reconcile fund balances insuring transactions are properly recorded to the accounting system and funds are available for spending. Report to the Associate Dean and other appropriate staff, those accounts that are accumulating deficits.
5.Responsible for enforcing College policy for purchases paid using Purchasing Card. Review policy and recommend efficiencies and improvements as necessary. Assist in model development for meeting internal control and record keeping requirements. Advise College departmental staff on accounting and documentation requirements.
   
C.20%Evaluate, Audit and Authorize Non-salary payment transactions.
1.Interpret, apply, ensure compliance and advise financial staff on variety of policies and procedures relating to non-salary payment transactions including: payments to individuals, travel and non-travel advances, travel expense reports (domestic and international), internal and external requisitions, refunds of disbursement, refunds of revenue, transfers of revenue and direct charges.
2.Audit and provide Dean's office authorization of non-salary payment transactions many of which are extremely complicated and unique requiring interpretation of a variety of policies and procedures. These transactions include: payments to individuals, travel and non-travel advances, travel expense reports (domestic and international), internal and external requisitions, refunds of disbursement, refunds of revenue, transfers of revenue and direct charges. Direct entry of Non-Salary and Non-Project cost transfer requests.
3.Investigate and advise financial staff (CoE Departments) in resolution of complex problems on specific non-salary payments and discrepancies. Provide direction and guidance on operation policies and procedures.
4.Audit and authorize reimbursement to UW Foundation Imprest Accounts. Evaluate documentation for accountability and compliance with UW-Madison rules and regulations.
5.Interpret University regulations and apply University audit standards to evaluate unique and extraordinary reimbursement requests that arise out of foreign travel by UW faculty and staff. Standard proofs of payments and conventions for doing business are not standard in many foreign countries. Travel to foreign countries, especially remote locations, often involves reimbursement of expenses atypical to domestic travel, such as: medical supplies, payment for services, additional care insurance, and items of cultural significance. In addition, currency issues need review.
   
D.10%Miscellaneous
1.Participate in staff meetings; attend training and staff development activities.
2.Perform other Business Services and miscellaneous activities as needed.
3.Other duties as assigned.
   

Knowledge and Skills

  1. General knowledge of University, State, Federal and/or Non-federal rules and regulations.
  2. Strong analytical, problem-solving and communication skills as well as ability to independently determine priorities.
  3. Skills in computer applications (mainframe programs, spreadsheets, databases)
  4. Ability to interpret and analyze financial data.
  5. Ability to establish and maintain effective working relationships.
  6. Ability and willingness to learn and adapt to new systems.
  7. Ability to prepare financial reports, spreadsheets and budgets.
  8. Experience in training is preferred.