Financial Specialist 2 -  Cashier

Cert #: 3993

There is a Financial Specialist 2 transfer opportunity available in Financial Services for current state employees. The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m.

This position is first available for mandatory transfer to current UW-Whitewater Financial Specialist 2 (pay schedule/range 02-11) employees. If this position is not filled by mandatory transfer on campus, mandatory transfer consideration will be given to other Financial Specialist 2 employees in the state system. If the position is not filled by mandatory transfer, permissive transfer candidates (employees with different titles in 02-11 pay range or in counterpart pay ranges) will be considered along with candidates from the state register.  (If you are unsure of your pay schedule/range, please contact Human Resources x1398.)

If you are interested in transferring as a mandatory candidate (current Financial Specialist 2 employees only) notify Kathy Mather of your interest at 472-1398 or matherk@uww.edu.

If you are interested in transferring as a permissive candidate (current state employees in pay range 02-11 or counterpart) submit a resume with three supervisory references to Kathy Mather at matherk@uww.edu or fax 262-472-5668.


Position Description
Financial Specialist 2 - Cashier
Financial Services

Summary:  This position performs banking services in the University Cashier’s Office.  This position reports to the Cashiers Office Manager under general supervision, but must be able to apply knowledge of rules, regulations, policies and procedures that deal with fee payment, collection, registration, financial aid disbursement, and general financial operations of the University, federal aid programs, and the University of Wisconsin System somewhat independently during normal daily operations.

35%   A. General Cashiering Activities

A1. Reconcile “State” bank account monthly, ensuring all transactions are appropriately accounted for in the cashiering system and general ledger, and have supporting documentation. 
A2. Ensure all department deposits are reviewed for appropriateness of revenue codes, sales tax reporting, etc.
A3. Facilitate the daily cash and revenue balancing process. Reconcile variances between cash collections, checks and other forms of tender with the register reports. Submit Daily Balance Report checkout form to Cashiers Office Manager for review.
A4. Manage the Contingent Refund account cash levels to maintain funds for student refunds.
A5. Ensure all processed refunds are mailed or transferred when complete.
A6. Approve all stop payment and voided checks.  Maintain accurate banking records to ensure checks have not been cashed.  Process stop payments on checks on a regular basis to ensure compliance with financial aid requirements for returning funds.
A7. Oversee, train, and coordinate student employees performing or assisting with receipting tasks.  Review student tasks and make recommendation for improvement.
A8. Complete imaging process for cashiering documents in a timely manner.  Transfer private scholarship information to Financial Aid office via ImageNow software.
A9. Report TouchNet Cashiering system problems or deficiencies to Supervisor and assist as needed to resolve problems.
A10. Independently create the cash receipts journal (daily deposit) for uploading to the general ledger revenue clearing account; upload to ledger and edit when posting problems arise; verify the correct fund, program, department ID, and account codes for each entry; investigate errors and make corrections as needed.
A11. Post the student receipts journal and verify entries are posted correctly to the general ledger.
A12. In the absence of student employees, receipt transactions and answer questions at Cashier’s window.

35% B. Reconciliations 

B1. Maintain all documents and records affecting the delivery of financial aid to the student account.
B2. Advise students about disbursement of financial aid to their student accounts according to federal, state and University policy.
B3. Act as the liaison with the Financial Aid department when resolving financial aid errors on student accounts.
B4. Provide reconciliation and processing assistance to financial aid and departments to return State grant funds, private scholarship funds, and federal aid funds to the originating agencies when an over-award is discovered.
B5. Work with department users in reconciling deposits to the general ledger.  Provide assistance to the users for deposits, cut off dates, and general reconciliation policy.
B6. Complete bank reconciliation for all other University bank accounts.
B7. Complete fiscal year end reconciliation processes timely to enable timely and accurate filing of final year end reports.

15%  C. Worthless Check Collection

C1. Complete the worthless check procedure on the student system, general ledger system, registration stop system, and legal notification process. 
C2. Work with University police in the collection of worthless checks.
C3. Communicate with students or other payers about problem checks and monitor results of these communications. 
C4. Report uncollected checks to Bursar for action on student enrollment.

10% D.  Communications

D1. Process monthly statements for unpaid Peachtree accounts receivable and prepare documents for referring past due accounts to Collections. 
D2. Develop, design, update forms used by the Cashier’s office.
D3. Monitor Cashier’s central email account, ensuring correct and accurate information is provided to students, parents, and staff.
D4. Maintain up-to-date written procedures including TouchNet processing for payments and cashiering system.
D5. Maintain accurate information on Cashiers website.

5% E.  Miscellaneous Responsiblilities

E1. Develop and maintain unclaimed property process for refund checks that are undeliverable.
E2. Serve as back up to Financial Specialist 3 in Cashier’s Office and Cashiers Office Manager.
E3. Complete other duties as assigned.


- Demonstrated exceptional people skills to work with all levels of staff, students, parents, and general public.
- Demonstrated exceptional customer service aptitude and ability.
- Ability to work with individuals from diverse socio-economic, cultural and ethnic backgrounds.
- Knowledge of accounting and bookkeeping principles, practices, and processes.
- Knowledge of software including WISDM, PeopleSoft, Peachtree, etc.
- Proficient in the use of computers, including Microsoft Office (Word, Excel, etc.)