Financial Specialist III - Facilities Planning & Management - 17299
This posting is no longer available.
INTRODUCTION:
The Department of Facilities Planning & Management at the University of Wisconsin - Whitewater is seeking a Financial Specialist III.
This will be a fixed term annual appointment and reappointment for subsequent terms is dependent upon needs of the position, university funding and external forces. Pay range: $45,000 - $55,000.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, your mapped job title is: Financial Specialist III (FN008). Job duties and responsibilities will remain the same. This job title will go into effect November 7, 2021. For more information contact your supervisor or please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/.
JOB DUTIES:
This position administers and coordinates budgeting and accounting functions for Facilities Planning & Management. The position provides instruction or assistance for fiscal operations, serves as liaison to University departments, and represents the Whitewater campus in financial activities associated with project activities. This position interprets policies and procedures for clients and staff, maintains databases,
This position completes tasks related to procurement activities including purchasing and providing assistance to the procurement manager for large cost items, bids, contracts, etc. is provided general supervision and serves as a member of the department management team. This position serves as department business lead worker, supervises student employees and provides temporary office oversight as needed.
35% A. Financial functions and activities for Facilities Planning & Management
- Monitor numerous and complex accounting activities and balances for agencies and departments as appropriate. Evaluate and report on operating budget condition and progress. Reconcile budget questions and discrepancies.
- Process and distribute purchase orders, invoices, and supporting documents for recording, payment and filing as appropriate.
- Oversee account-code assignment, record entry and deposit processing for cash and check payments to department.
- Complete hard-copy third party billing to external customers inaccessible through the department or university computer systems. Monitor delinquent receivables and take appropriate action for collection.
- Remain well informed of state financial regulations and rules. Represent and interpret System, University and Department regulation and practice in business and financial operations.
- Coordinate problem resolution with administration and programming staff. Respond to customer billing inquires; research and resolve billing discrepancies in a timely manner.
- Oversee, recommend and execute all purchasing and inventory control of office operations supplies and equipment..
- Generate or use appropriate work orders for tracking activities and costs associated with campus and delegated projects.
- As necessary, track and maintain records of budget balances, invoice payments, purchases and contracts. Compile applicable invoices and costs for internal activities
- Maintain records of progress for all delegated and campus projects and develop system for ensuring all associated labor, material costs, freight charges, and other project expenses are accurately stated and captured.
- Generate reports to delineate project status and remaining activities and/or information necessary for completing project. Provide· FP&M project managers with information and assistance in project-closeout and reporting.
- Conduct CMMS audits, modifications and edits.
- Generate necessary work activity reports for FP&M supervision and management.
- Manage and conduct daily CMMS data entry, processing, reconciling and reporting for chargeable and non-chargeable work requests and activities including scheduling, assignment, completions and entry accuracy.
- Provide technical guidance and support to system users for enhanced system utilization.
- Develop and maintain office records management systems for improved program support.
- Develop and implement communications mechanisms to provide work activity and project status information.
- Compile data for weekly, monthly, quarterly and annual budgeting purposes.
- Prepare, collate and provide reports for labor-hours distribution, labor-
- costs distribution, work requests to completions ratios, budgeting purposes, and other quantitative information as necessary.
- Initiate the recruitment of student workers.
- Participate in the interviews of student workers.
- Oversee the preparation and submission of department bi-weekly student timesheets to University Personnel and Payroll.
- Develop and maintain the Facilities Planning and Management's policies and procedures for the employment of student workers.
QUALIFICATIONS:
Minimum Qualifications:
- 1 year of experience in accounting/bookkeeping
- Associates degree in accounting, business or related
- Knowledge of campus, UW System, Department of Administration purchasing and financial requirements
- Ability to interact respectfully with people with diverse socioeconomic cultural and ethnic backgrounds
- Skilled in use of Microsoft Word, Excel. Access, etc
- Knowledge of financial regulations for funding sources (PR, GPR, Fed, etc). Ability to interpret rules and regulations
- Ability to comply with reporting requirements as defined by UW System
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
- Knowledge and experience with accounting and financial systems
- Knowledge and experience with administrative systems and relational databases Knowledge of facilities operations and control systems
Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions 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 Main Campus and Rock County 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 13-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 Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, 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.
The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.
TO ENSURE CONSIDERATION:
Applications received by November 1, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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 unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.
For questions regarding this position, please contact:
Brian Zobel
Campus Director of Plant Management
262-472-6714
zobelb@uww.edu
HOW TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter
- Resume
- Name and contact information for three professional references
Application Link: click here and type in the Job ID: Application
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