Fiscal Specialist 1

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Job description

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.

We are looking for a motivated and talented financial professional to join us as a Fiscal Specialist 1 in the newly formed College of the Environment Financial Shared Services Team (eFAST). This is an entry-level position in the Dean's Office that will allow for gaining experience with developing a shared service model, learn or strengthen skills using Workday, explore higher education administration, and be on the front lines of UW Financial Transformation's successful implementation in the College of the Environment.

The Fiscal Specialist 1 will support the financial operations of the College of the Environment by processing daily requests for the acquisition of goods and services; providing guidance to faculty and staff regarding UW financial procedures and guidelines; and providing fiscal and administrative services for a variety of funding sources as requested. This position will report to the Budget Fiscal Analyst Lead and specialize in procurement and supply chain business processes with opportunities to cross train in financial reporting and processes.

The College of the Environment is committed to protecting the rights and dignity of everyone in the university community. Diversity, in all its forms, is not only desirable, but also required, for advancing our understanding of the environment and arriving at solutions that allow science to more effectively serve all of humanity. The Fiscal Specialist 1 is an essential contributor to our vision for making the College a welcoming and inclusive place to learn and work.

Additionally, the eFAST team values a robust mentoring culture and supports a cadre of mentors in developing future leaders within Finance who can express themselves in diverse ways to reflect the variety of styles and cultures that are represented by our faculty, staff, and students. The College eFAST team is also committed to supporting a healthy work-life balance and operates using a hybrid work model of both onsite and remote work.

RESPONSIBILITIES

Purchasing/Reimbursement - Daily

* Perform/manage department purchases utilizing available purchasing mechanisms (ProCard, eProcurement)
* Coordinate and track to ensure order fulfillment; organize and file relevant documentation for budget reconciliation.
* Serve as a fiscal resource to assess and determine best mechanisms for the acquisition of products/services to meet college needs.
* Process procurement and payment/receiving requests through Ariba & ProCard.
* Monitor the purchase queue daily, review purchase requests for compliance; assist requestors with completing procurement process (e.g. obtaining official quotes, sole-source justification statement)
* Apply and interpret variety of UW, State, Federal, HIPPA, and College finance, travel, and purchasing rules.
* Prepare/process blanket purchase orders, travel expense reports, non-PO invoices, payments to individuals and reimbursements through online Ariba spending system.
* Allocate purchase request to proper budgets and cost accounting codes.

Accounts Receivable - Monthly

* Perform/manage internal and external billing for service recharge centers and departments
* Track receivables and report monthly

Travel - Weekly

* Process travel reimbursements for staff and guests via online expense reports, ensuring compliance with state and institution regulations.

ProCard Reconciliation - Monthly

* Allocate charges to proper budget and object codes; ensure appropriate taxes are issued to the purchase; enter pertinent information into the transaction box online.
* Gather supporting documentation and match each transaction on the Transaction Detail report to its corresponding source document and support/verify that it is allowable, and quantities and amounts are correct.
* Investigate/resolve discrepancies as necessary.

Budget reconciliation - Monthly

* Reconcile grant, gift and state budgets to ensure compliance with department, institutional and/or granting agency policies, rules and regulations.
* Organize and maintain electronic fiscal documents by creating, sorting, labelling and organizing filing systems following UW scanning policy.

MINIMUM REQUIREMENTS:

Three years of fiscal record keeping experience, or equivalent education/experience.

ADDITIONAL REQUIREMENTS:

* Ability to learn new systems and technology such as our new ERP system Workday ® with efficiency and respond to change
* Provide excellent customer services to internal faculty/staff/students and external vendors.
* Willingness to learn new skills and develop leadership skills
* Demonstrated knowledge of Excel to include the ability to create formulas, tables, and graphs.
* Demonstrated ability to establish and maintain a comprehensive record-keeping system.
* Ability to apply sound judgment and critical thinking skills.
* Demonstrated superior attention to detail.
* Excellent time management skills.
* Ability to work both independently and collaboratively.
* Willingness to work in a team setting to streamline and implement improvements.
* Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

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 Workforce Authorization, 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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.