FISCAL SPECIALIST 1
University of Washington
Seattle, WA
Full-time
Accounting
Posted on June 8, 2019
Req #: | 168359 |
Department: | DEPARTMENT OF AERONAUTICS AND ASTRONAUTICS |
Job Location: | Seattle Campus |
Posting Date: | 06/07/2019 |
Closing Info: | Closes On 06/21/2019 |
Salary: | $3,120.00 - $4,157.00 |
Union Position: | Yes |
Limited Recruitment: |
Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. |
Shift: | First Shift |
Notes: | For detailed information on Benefits for this position, click here. |
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The Department of Aeronautics and Astronautics has an outstanding opportunity for a Fiscal Specialist 1.
Under the general direction of the Administrator, the Fiscal Specialist 1 will perform a wide variety of complex fiscal, purchasing and administrative fiscal support functions. This position will provide fiscal support to the Department of Aeronautics and Astronautics in the College of Engineering, responding to the needs and requests of the Department Administrator. The individual will be instrumental in timely and accurate purchasing and reimbursement support while maintaining fiscal compliance. This individual must be enthusiastic about helping to lead the success of the department’s fiscal duties.
RESPONSIBILITIES
Purchasing
• Provide customer services to internal and external customers.
• Review incoming purchase requests for completeness and compliance with the UW, CoE, AA and funding agency policies.Exercise independent judgment to make fiscal determinations; anticipate and prevent potential issues.
- If necessary, contact requester for more information, obtain official quotes, sole-source justification statements, and appropriate funding source.
- Troubleshoot and resolve problems to support accurate and timely purchase requisitions for equipment, supplies and services.
• Place purchases using the ARIBA system, procurement cards, Central Travel Account and purchase orders, or other University systems as required.
- Communicate with appropriate personnel and follow up as needed with vendors.
- Maintain purchase records, and ensure packing slips and other documentation are obtained for each purchase.
- Allocate purchases to proper budgets and object codes.
- Apply tax to purchases in compliance with the UW, CoE, AA and funding agency policies.
- Follow-up on deliveries of ordered material and merchandise; review and audit invoices; input invoices for payment;
- Adhere to direct buy limits and process appropriate documentation in accordance with purchasing needs over critical threshold.
- Resolve purchasing problems and initiate corrective action as needed.
• Review departmental Procard holder reports and documents monthly;
- Acquire source documentation from cardholders,
- Assure that proper budget numbers and object codes are assigned in the PaymentNet by deadlines,
- Assist card holders with resolving vendor disputes,
- Apply tax and food approval as appropriate,
- Troubleshoot and resolve problems with cardholder
• Reconcile and submit monthly Procard and CTA transaction reports and documents to reviewer in a timely, organized manner.
• Maintain record-keeping systems and departmental procurement forms.
• Investigate and correct errors to ensure compliance as necessary.
• Process JV’s and/or advise fiscal team of need for JV.
Fiscal Support
• Maintain electronic files and records consistent with UW and Departmental policies and procedures.
• Process Shop billing monthly using Fastrans. Verify all transactions for accuracy and send out monthly billing to internal and external customers.
• Perform journal transfers and other necessary fiscal transactions for corrections.
• Recommend process flow improvements for fiscal procedures.
• Serve as back up ARIBA compliance and funding approval following established guidelines.
• Assist with preparation of reports for departmental review.
• Prepare expense reimbursements for the department faculty, staff, students, and guests using ARIBA.
- If necessary, contact requester for more information, and appropriate funding source.
- Troubleshoot and resolve problems to support accurate and timely purchase requisitions for equipment, supplies and services.
• Serve as back up to primary travel reimbursement fiscal team member.
• Serve as back up cash handling team member. Accept and prepare deposits.
• Other duties as assigned.
REQUIREMENTS:
• Three years of fiscal record keeping experience, or equivalent education/experience.
DESIRED:
• Experience with UW Purchasing, ARIBA, eProcurement, PaymentNet, MyFinancial Desktop, eReimbursement, Etravel, FASTRANS.
• Proficiency with Microsoft Excel and Word.
• Strong organizational skills.
• Ability to manage multiple and rapidly changing priorities.
• High degree of accuracy and attention to detail. Strong initiative, independent judgment and follow-through.
• Demonstrated experience in customer-service-oriented environment.
• Demonstrated ability to work with a team to address multiple priorities and high transaction volume.
• Strong written, verbal and interpersonal communication skills to communicate complex compliance and technical requirements to faculty, staff and students.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.