Career Opportunities

Business Affairs

Financial Specialist Senior


Posting Date

6/10/2019 12:00:00 AM

Position Information

Title:  Financial Specialist Senior

Essential Job Functions

This position reports to the Director of Facilities Management and Planning and provides financial and administrative support for the Department of Facilities Management and Planning and is responsible for the daily operation of the Facilities Department financial systems, including monitoring the departmental budget and subsequent generation of reports.  This position will also serve as the secondary contact for support of the TMA and customer service contact for the department.

This position includes the following responsibilities:

  • Audit, analyze, code and process for payment invoices against purchase orders, contracts, state employee travel vouchers, non-state employee reimbursement claims, direct payments, general services billings, correction transfer vouchers and other specialized invoices.
  • Prepare and post charges on a monthly basis.
  • Monitor invoices and work with staff and accounts payable to ensure prompt payment.
  • Enter data into TMA or other software systems in order to track financial information for the department.
  • Compile financial data for monthly journal entries and producing financial reports.
  • Process utilities invoices for payment and record monthly energy consumption.
  • Participate in quarterly and year-end reconciliation activities.
  • Collect, analyze and prepare billings, including accounting for revenue received through deposits.
  • Audit for approval requisitions for the purchase of goods and services.
  • Develop and maintain frequent contact with various levels of users regarding information on the financial system.
  • Maintain accounts payable and accounts receivable or other financial transaction records on automated systems for an agency's programs and operations in accordance with the financial rules and regulations (GAAP).
  • Initiate purchase orders on the campus software system.  Work with Purchasing Office to track deliveries and payments.
  • Prior to the start of each fiscal year, initiate all blanket purchase orders for the department utilizing campus software system. Consult with department supervisors regarding the vendors and amounts.
  • Reconcile staff credit card and MDS purchase statements with receipts. Resolve discrepancies with vendors and cardholders.
  • Administer the Prescription Safety Eyewear program for the department.
  • Work with supervisors in the department when purchasing materials used for the operation and maintenance of the campus.
  • Work with the Inventory Control Coordinator for the receiving, accounting, and reconciling of the materials that come into the Facilities Management division.
  • Serve as secondary customer service contact for the Facilities Management office.
  • Assist personally in customer issues or refer the customer to appropriate office staff or shop supervisor.
  • Route internal communications between department supervisors, staff and student employees.
  • Assist Director, Planner, and Supervisors with administrative and clerical needs, including preparation of requested documents and reports.
  • Maintain department files, including purchasing records, state project records (drawings, specifications, submittals, O&Ms, etc.), reference documents, work order and inspection reports, etc.

Qualifications

MINIMUM QUALIFICATIONS:

  • Associates Degree in Business or related field at time of application
  • 2 years of experience


PREFERRED QUALIFICATIONS:

  • 3 years of experience in the accounting field

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a full-time University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday. 

A criminal conviction investigation will be conducted on the finalist(s).  A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

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-Green Bay 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.

Salary

Hourly salary of $18.03 - $19.00.

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

BENEFIT DETAILS
The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click "View All Jobs"
  • Select "Financial Specialist Senior"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.
 

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390
Email:  jobs@uwgb.edu

Application Deadline

To ensure consideration, please submit application materials by Sunday, June 23, 2019.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.