Accounts Payable Specialist - Financial Services - 15775

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INTRODUCTION:

The Department of Financial Services at the University of Wisconsin - Whitewater seeks an Accounts Payable Specialist (Financial Specialist Senior).

JOB DUTIES:

This position is responsible for pre-audit and payment of all types of accounts payable and specific general ledger transactions, including interdepartmental expense corrections, budget transfers and chargebacks. This person works closely with department staff on appropriate and timely processing of invoices, and serves as a reference for staff and vendors regarding the status of payments, so must maintain a positive working relationship with these entities.

This position works standard hours Monday through Friday and reports to the Assistant Controller. The employee must have general knowledge and adhere to appropriate internal controls over accounts payable and general ledger activities. The employee is required to know and follow UW Whitewater, UW System and DOA regulations regarding all type of payments and ledger transactions.

60% A. Audit and process accounts payable vouchers, payments to individuals, vendor invoices and miscellaneous payments

1. Post-audit of travel expense reports.

• Review and maintain travel procard statements, identifying travel voucher transactions and following up on those that are not submitted on a TER. Identify payments made inappropriately, and provide feedback to traveler, and/or information to the Procurement Services Director. Verify accuracy and completeness of TERs submitted by employees issued a procard for designated travel situations.
• Approve and authorize travel advances to faculty leading athletic teams or other student groups and maintain information in the Travel Advance fund 991 account. Develop and maintain a database of all travel advances awarded, funds returned and departments charged.

2. Audit and pay non-employee compensation.

• Audit and prepare stipend payments, award payments and honorariums.
• Refer to applicable policies for non-employee compensation and when necessary, contact departments to resolve problems.
• Independently review entertainer/presenter contracts and initiate any revisions as needed between the department and entertainer before authorizing payment.
• Calculate withholding on out-of-state entertainers or presenters who are being paid $ 7,000 or more, and prepare WT-11 form for Department of Revenue. Forward check to the WI Department of Revenue, along with W-11 report, and send copies of report to System Administration for tax reporting purposes.
• Work with UW System and Purchasing office to maintain accurate records for W-2 and 1099 tax reporting. When appropriate, forward copies of the Payment to Individual Form, along with the Visa, I-9 form, and other tax reporting forms to UW System for foreign national payments.

3. Pre-audit and payment of vendor invoices.

• Pre-Audit invoices for date, terms, discounts, prices, and tax exempt status, making sure invoices are complete, correct, contain required supporting documentation and are approved by authorized signor. Contact vendors, departments and/or central receiving to resolve any issues. If necessary, send Prompt Payment “good Faith Letter.”
• Audit vendor claims and respond to and resolve vendor inquires and complaints.
• Maintain file of open blanket purchase orders and their balances. Through use of negative approval methods, certify receipts of materials and ensure departmental approval and contact the department if the blanket order balance needs attention.

4. Ascertain that invoices are originals or certified copies. If copies, check for prior payment via on-line queries.
5. Calculate and pay any necessary prompt pay interest for late paid invoices.
6. Answer departmental and vendor inquiries on invoice payment status.
7. Verify accuracy of checks created to ensure proper data entry.

20% B. Pre-audit and process interdepartmental expense corrections, budget transfers, sales credits, corrections and salary advances

1. Verify appropriateness of requests for sales credits, corrections or transfer of an expense, making sure the request is in compliance with financial rules and guidelines established by UWS (i.e. no revenue to GPR accounts, sales credits only if budget line for them, no unauthorized expenses to limited grant/gift accounts).
2. Work with departments requesting corrections if not processed correctly, or contains information that is not clearly understood.
3. Perform journal uploads using on the on-line journal entry process according to established procedures, maintaining all documentation regarding the request for action.
4. Verify the correctness of the work performed by students.

10% C. Maintain SFS Asset Management Module

1. Capture single purchase real property with a cost of $5,000 or more through the purchase order system.
2. When the item is received, issue a capital property tag and document needed information on the asset management worksheet.
3. Take tag and cover letter to the department receiving the asset, and photograph asset.
4. Enter identifying information into the system, include photograph of the asset.
5. Maintain accuracy of information in the system upon receiving notice of items being moved, discarded, destroyed, etc.
6. Coordinate the disposal of an item with the Property Control Office.
7. Reconcile asset system information with general ledger purchase information, on a monthly basis.
8. Provide reports on holdings, inventories, etc. to management as requested.
9. Assist with physical inventory process by providing list of assets to be verified to department staff.
10. Prepare annual equipment inventory report for yearend submission.

10% D. Other duties

1. Provide training to campus staff related to UW System and UW Whitewater policies and procedures.
2. Monitor departmental email accounts.
3. Identify changes to be made to the Financial Services website.
4. Maintain up to date procedures for all tasks and any revised forms.
5. Process and reconcile financial reports or queries on a monthly, quarterly or annual basis, verify and distribute as appropriate (some examples – travel advances, work study, outstanding checks, etc.)
6. Provide backup to other positions in unit.
7. Other duties as assigned.

QUALIFICATIONS:

Minimum Qualifications:

• Experience processing financial transactions in a business office
• Experience using Microsoft Excel

Desired Qualifications:

• Two year degree in accounting
• Prior experience in processing accounts payable
• Ability to interpret rules and regulations
• Knowledge of state travel requirements
• Knowledge of financial regulations for funding sources (PR, GPR, etc)
• Excellent organizations and time management skills

Knowledge, Skills and Abilities:

• Skilled in use of Microsoft Word, Excel
• Knowledge of cost distribution patterns
• Knowledge of financial regulations for funding sources (PR, GPR, etc)
• Knowledge of prompt payment requirements
• Ability to learn accounting software for data entry functions
• Ability to interpret rules and regulations
• Knowledge of State travel requirements
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications received by August 19, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Trisha Barber
Assistant Controller
barbert@uww.edu
(262) 472 2877

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References with contact information

This Job ID is 15775

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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