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Fiscal Specialist 2
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
The Michael G. Foster School of Business has an outstanding opportunity for a Fiscal Specialist 2
The Fiscal Specialist will perform a variety of moderately complex and varied fiscal and administrative support functions for the Foster School of Business Dean's Office. These functions include analyzing transactions and fund balances, analyzing, updating and maintaining comprehensive fiscal and recordkeeping systems, and ensuring monthly reconciliation of accounts with the university financial systems. This position will handle a number of diverse school-wide support responsibilities including travel, payroll, purchasing, and fiscal planning. This position reports directly to the Assistant Dean for Finance and Administration and makes and implements recommendation on process improvements.
A successful candidate for this position is able to work independently while also being a team player. They enjoy a busy work environment and maintain an ability to be adaptable and flexible. This position requires friendly, customer-oriented interaction with the faculty, staff, and students in the Foster School of Business.
Fiscal and Budgetary (90%) :
Fiscal and Compliance:
Act as the School's compliance lead/approver for all expense reimbursements and payments.
Thoroughly understand all University travel and purchasing policies and procedures; establish best practices and disseminate them across the school.
Manage and process purchases utilizing available purchasing mechanisms (eProcurement, Non-POInvoices, eReimbursement, Payments to Individuals, Blanket Purchase Orders).
Advise and serve as the School's procurement resource, advising others on the best mechanisms for acquisition of products/services and payments to vendors in order to meet that particular division's needs.
Analyze, modify and identify redundancies in effort and reshape processes to be more efficient and streamlined while maintaining our compliance with University and state rules, as well as UW Internal Audit.
Work with Assistant Dean of Finance & Administration in developing and disseminating school-wide communications regarding process improvements and/or policy changes.
Analyze, modify and recommend improvements in general fiscal record keeping systems.
Approve MyFD Expense Transfers submitted by Foster departments and units.
Submit JVs and process Authorize.net JVs in coordination with Assistant Director of Finance.
Conduct periodic audits of Foster financial processes to ensure compliance.
Send out payroll reminders bi-monthly. Run Workday reports and contact late submitters and approvers as necessary.
Submit retro pay worksheets to ISC for underpayments.
Work with the HR Manager and Finance and HR Assistant Director on payroll issues as needed.
Pick up paychecks at ISC as needed.
Procurement Card and CTA Reconciliation:
Administer and manage transaction reviews which includes allocating charges to proper budgets and object codes, as well as ensuring appropriate taxes, are issued in the PaymentNet system. Also involves matching each transaction to its corresponding source document, identifying and correcting errors, and following up on transaction discrepancies as necessary.
Reconcile budgets on a monthly basis via My Financial Desktop (MyFD). This includes gathering supporting documentation, entering project cost accounting codes and filing.
Review and verify appropriateness of budget expenditures using UW expenditure guidelines.
Analyze and identify discrepancies and take corrective action as needed (namely, prepare expense transfers and retroactive salary transfers). Manage budget reconciliation school-wide, including review of all reconciled budgets and sending out reminders when necessary.
Develop and conduct hands-on training for individuals and teams on how to use various systems (i.e. Ariba, PaymentNet and MyFinancial Desktop). Incorporate UW and Foster School policy information as well as best practices.
Banking and Accounting Operations:
Oversee and process cash and check deposits into School's bank account and transmit them to the appropriate budgets and object codes.
Serves as the back-up for the payroll close process in the event of absence or vacation. This involves entering and releasing payroll data for hourly and salaried Foster School staff in compliance with UW Payroll's policies and procedures.
Administrative (10%) :
Function as the Dean's Office's point of contact for employees, deliveries, and visitors.
Occasionally assists the Dean or Associate Dean's Executive Assistants in setting up for events.
Create budget binders for annual budget process in coordination with Finance team.
SUPERVISION The Fiscal Specialist 2 reports to the Assistant Dean of Finance & Administration.
Two years of experience at a level equivalent to Fiscal Specialist 1 AND 15 quarter hours or 10 semester hours of college level accounting, OR equivalent education/experience.
Experience with the MS Office Suite (specifically Word, Excel, and Outlook)
Excellent customer service skills
Proven written and verbal communication skills
Ability to multi-task and proactively solve problems
Demonstrated attention to detail
Conditions of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.