University of Wisconsin - Madison

Position Vacancy ID: 82941
Title: FINANCIAL SPEC 2

Working Title:FINANCIAL SPEC
FTE:1
Schedule - Range:02-11
Organization:COLLEGE OF LETTERS AND SCIENCE - ADMINISTRATION:STUDENT ACADEMIC AFFAIRS
Schedule
Comment:		Standard work hours, with some flexibility

Job Summary:Under the limited supervision of the Student Academic Affairs Financial Specialist Supervisor, provide primary financial services, travel reimbursement, support for purchasing card program, cash management, and student financial assistance for Student Academic Affairs (SAA) units. Using generally accepted accounting principles, create, maintain, and review organizational accounting documents and files. Provide support for the University purchasing card program. Create and maintain principle accounting records for the organization. Contribute program support to the organization. Assist with equipment maintenance and contracts. Provide records management, including archiving and disposal of departmental records. Serve as the primary assistant to the Financial Specialist Supervisor.

 

Goals and Worker Activities

A.50%Preparation of Financial Documents and Transactions.
1.Prepare financial documents (e.g. work orders, external requisitions, payments to individual forms, direct payment forms, relocation advances, invoices) as needed and appropriate
2.Ensure documents are complete and contain all required data and are submitted with original documentation as required by type of transaction.
3.Submit documents to L&S Business Office, UW-Madison Accounting Services, Purchasing Services and/or Office of Research and Sponsored Programs for processing.
4.Resolve discrepancies and take corrective action when needed. Seek additional information, documentation, justification or clarification as needed.
5.Reconcile departmental requisitions, payment to individual request forms, and direct payment forms with the UW accounting system (WISDM).
6.Coordinate and prepare paperwork for emergency financial transactions when insufficient time is available for normal administrative processing.
7.Receive purchase orders from UW Purchasing Services, verify accuracy, distribute copies to departments or individuals as appropriate, and file with requisitions.
8.On a daily basis, examine all invoices and direct charges paid, to insure accuracy. Contact accounts payable regarding discrepancies. Ensure items are received before invoices are posted against the fund and account. If necessary, process a stop payment on invoice.
9.Coordinate leasing, purchasing, or maintenance of equipment for department with direction from Financial Specialist Supervisor.
10.Create annual blanket orders and specific requisitions. Perform periodic and year-end monitoring of open requisitions and blanket orders for compliance, appropriate usage and timely closeout.
11.Prepare documents to issue stipend payments to L&S and SAA program students in a timely manner and submit to appropriate campus offices for approval and disbursing funds. Collect appropriate student identification information in order to request checks. Verify students¿ enrollment status.
12.Serve as a liaison between SAA staff and various offices within UW-Madison Business Services (primarily Accounting Services and Purchasing Services) to get information about financial transactions and resolve processing discrepancies.
   
B.20%Fiscal Support
1.Receive all purchase card transactions initiated by SAA purchasing and travel card holders. Review weekly bi-weekly purchase card control logs. Ensure proper documentation is provided.
2.Edit purchase card transactions posted in the automated purchase card system (e.g. PVS and its successors) to ensure expenditures are posted to appropriate fund source.
3.Prepare non-salary payment transfers for purchase card transactions when necessary.
4.Maintain accounting and purchasing information as dictated by UW/State Records requirements. Move specific documents to State archives, as appropriate. Discard unnecessary accounting documents based on Record Management policies and procedures.
5.Evaluate and initiate telephone requests (moves, new service, and additional service) for all SAA units.
6.Review monthly telephone bills. Alert departments if unusual activity is found.
   
C.20%E-Reimbursement/Travel Support
1.Provide staff and students with travel regulation and provide advice on travel expenses that are allowable or not allowable for reimbursement.
2.Reconcile departmental e-Reimbursements with the UW Accounting System (WISDM).
3.Serve as primary departmental approver for all travel e-Reimbursements with direction from Financial Specialist Supervisor.
4.Maintain files of approved travel and supporting documentation.
   
D.5%Cash Handling Function
1.Prepare deposits for various SAA operations, including (but not limited to) the Phi Beta Kappa, MCAT/LSAT course fees, and general reimbursements. Create and maintain Excel accounting spreadsheets, print out weekly reports for Phi Beta Kappa secretary. Identify correct funds for deposit with direction from Financial Specialist Supervisor.
2.Prepare and process the appropriate form depending on type of deposit (e.g. sales credit, receipts credit or payment transfers).
3.Prepare transmittal forms for monies to be deposited to or withdrawn from SAA gift accounts.
4.Deliver deposits to appropriate location for pick-up or drop-off. Comply with State of Wisconsin Statutes as to frequency of deposits.
   
E.5%Miscellaneous duties.
1.Arrange and schedule Facility Planning and Management and Truck Service for a variety of services (furniture repair, furniture moving, special deliveries and pickup).
2.Serve on committees, attend all-staff meetings and engage in professional development as situations warrant.
3.Assist Financial Specialist Supervisor with fiscal year-end closing activities.
4.In the absence of staff, provide additional support for the Financial Specialist Supervisor as requested.
5.Complete special programmatic projects as requested by the Financial Specialist Supervisor.
   

Knowledge and Skills

  1. Knowledge of University accounting policies and procedures.
  2. Knowledge of State and University purchasing policies and procedures.
  3. Knowledge of State and University travel rules and regulations.
  4. Knowledge of record keeping practices and filing procedures.
  5. Knowledge of and ability to use computer software and programs including but limited to Microsoft Word, Microsoft Excel, SFS-WISDM, electronic mail applications. Ability to create databases, spreadsheets and reports.
  6. Effective oral and written communication skills.
  7. Effective organization skills.
  8. Ability to make independent judgments, meet College and university deadlines, and set own priorities to meet the demands of the position.
  9. Ability to maintain good working relationships with co-workers, faculty, staff, university and SAA administration.