Financial Specialist III - University Center - 17780
This posting is no longer available.
ATTENTION:
The University Center in the Division of Student Affairs at the University of Wisconsin - Whitewater seeks a Financial Specalist III (FN008).
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.
JOB DETAILS:
This position reports to the Executive Director of the James R. Connor University Center (UC) and serves as the UC Financial Specialist. Working closely with all UC, and UW-W Dining Services Office departments, this position performs departmental financial transaction functions in compliance with University policies and state regulations. The total annual budgets for these areas is $14.1 million. This position is responsible for managing budget-reconciliation activities, enhancing budget efficiencies, assisting in billing processes, overseeing department compliance, completing transactions, audits, daily cash receipts, monthly credit card reconciliations and financial reporting. This position will be an active participant in following applicable safety rules and regulations including necessary training and drills.
QUALIFICATIONS:
Minimum Qualifications:
- Associate’s Degree
- Experience with the use of the following software: Microsoft Office (Word and Excel); Google Drive (Docs, Sheets, etc); Outlook (email and calendaring); Virtual meeting software/apps
Desired Characteristics:
- 2 years of experience providing Financial support
- Demonstrated experience in a higher education setting
- Working knowledge of UW-System and UW-Whitewater policies and procedures
Knowledge, Skills and Abilities:
- Ability to supervise student employees.
- Knowledge of or the ability to learn and troubleshoot web-based financial software (e.g., WISER, Peachtree, etc.)
- Knowledge of accounting principles, practices and methods.
- Knowledge of budget reconciliation and budgets processes, practices and methods.
- Ability to collect and analyze data for reports.
- Proficiency with Microsoft Office products
- Excellent communications skills
- Self-starter eager to grow with the position
- Excellent verbal and written communication skills
- Well-developed project management skills (ability to manage multiple projects simultaneously, create and following timelines and complete assignments in accordance to deadlines)
- Ability to work independently with limited direct supervision and meet deadlines
- Ability to work in an environment with complex rules and regulations that are frequently updated or changed
- Ability to exercise sound judgment and discretion under a variety of complex rules and regulations
- Ability to maintain sensitive and confidential information
- 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
RESPONSIBILITIES:
50% A. Manage Budget Accounts
- Assist with budget-related activities for the UC’s $14.1 million budget. Independently monitor accounts, research records, and conduct reconciliation of budget accounts.
- Assist Executive Director in the creation, submission, and documentation of annual budget submissions and revised budget review.
- Serve in an educational role to assist UC units in creation, revision, and management of budgets.
- Create and maintain system and records of expenditures, transfers, purchases, deposits, etc. for each account for historical and audit purposes.
- Oversee recording of expenditures and advise Executive Director of budget irregularities.
- Enhancing operational budget efficiencies where possible.
- Prepare regular reports and provide information as requested.
- Independently prepare account and financial management forms, i.e. purchase orders, payment authorizations, travel expense vouchers, transfer of expense, etc., and process as necessary.
- Investigate and resolve any discrepancies, communicating as necessary with account supervisors, the Cashier’s Office, Financial Services, HawkCard Office, Printing & Postal, etc.
- Prepare, monitor, and reconcile various projects regarding income and expenditures per the request of the Executive Director.
20% B. Oversee day to day cash management, reporting, data management & reconciliation for the University Center
- Oversee and prepare daily cash bags for UC cash operations, including but not limited to, the Information Center, Hawkcard Office, Ticket Services, Warhawk Alley, UC Live, Student Activities & Involvement and some student organization events. Develop and maintain a cash bag log system.
- Responsible for ensuring proper controls and accuracy of each transaction. Audit and reconcile all units’’ daily cash receipts, collaborate with UW-W Financial Services to verify proper revenue class code, tax code and organization codes. Administer deposits and reconciliation of revenue with general ledger reports. Verify the amount of the University Cashier’s Office deposit receipt, file with the university’s original cash report document and distribute a copy of the cash report to the appropriate unit manager.
- Develop accounting procedures and spreadsheets for verifying and recording deposit and report summary documentation for each unit. Respond to questions, troubleshoot and resolve problems with nit Supervisors and Executive Director.
- Conduct daily audits of cash on hand. Complete a cash accountability report and distribute to the UC Executive Director.
- Provide insight, interpretation and information on rules, regulations and guidelines for all units receiving cashiering services.
- Collaborate with Cashier’s Office to obtain and maintain adequate currency and coin levels to meet the daily requirements of the UC revenue producing operations.
- Develop, maintain and update cash handling procedures, office policies and procedures manual, and information.
- Follow procedures for determining amounts of revenue deposits, Wisconsin state sales tax, Walworth & Jefferson counties’ sales tax.
- Develop and prepare financial reports for Executive Director.
15% C. Perform Miscellaneous Job Related Tasks as Assigned
- Assist with procurement procedures by preparing purchase orders and processing invoices for payment through Shop UW+.
- Interview, hire, schedule, train and supervise student employees to assist Financial Specialist position.
- Utilize computer programs in Microsoft Office Suite and others, including Word, Excel, Power Point, Publisher, WISER, Shop UW+, and Peachtree to prepare reports as necessary.
- Provide backup and support for procurement card process various UC units.
- Analyze various projects regarding income and expenditures per the request of the Executive Director.
- Facilitate the travel approval and the travel expense report process as needed. Serve as the UC travel policy and process expert
- Act as Campus Business Representative and Budget Manager for UW-Whitewater Dining Services and UC by attending monthly meetings and reporting on updates.
10% D. Perform duties related to contract administration, commissions and deposits
- Prepare, reconcile, any invoices related to commissions, contract obligations and deposits for commissions and vendors. Provide reports of the above.
- Distribute proceeds from commissions to proper accounts
5% E. Administer Accounts Receivable for UC Units
- Using the Peachtree Accounting System, prepare and send invoices for all services provided to individuals, campus organizations, UW-Whitewater Dining Services, UW- Credit Union, and other campus organizations.
- Prepare internal chargebacks and secure proper signatures, for all services provided to campus organizations with organization codes.
- Document and prepare a monthly report of all payments and outstanding invoices. Send to all appropriate UC units and Executive Director.
CAMPUS INFORMATION:
Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in Wisconsin’s public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. 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. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer 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 offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary 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 nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. 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.
COMPENSATION AND BENEFITS:
Well-qualified candidates can expect a starting annual salary within a range of $41,000 – $49,000.
UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure.
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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
TO ENSURE CONSIDERATION:
Applications received by January 9, 2022 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:
JoEllen Shelton
UC Financial Specialist
262-472-1471
sheltonj@uww.edu
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
This Job ID is 17780.
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