FISCAL SPECIALIST 1

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The Chemistry Finance Group, under the direction of the Director of Finance, is responsible for oversight, management, and administration of financial activities for The Department of Chemistry. The Finance Group is divided into three work groups, Budget & Grant Management, Procurement & Travel, and the Chemistry Research Storeroom.

The Procurement & Travel Group has an outstanding opportunity for a Fiscal Specialist I to serve as subject matter expert for all purchasing topics, assists with coordinating purchasing activity and workflow for the group, and provides back up support for travel & reimbursements.

Duties and Responsibilities

Purchasing

Place orders and pay invoices via Ariba (catalog, non-catalog, non-PO invoice and BPO) and a Procurement card (corporate credit card).

Prepare, coordinate, process, and review purchase orders for equipment, supplies, services, subscriptions, maintenance contracts, honoraria, entertainment expenses, and travel for the Department of Chemistry.

Analyze purchasing activity. Modify/develop Department purchasing workflows and systems to increase accuracy and efficiency.

Assist with training, and mentoring of purchasing and travel staff & students.
Engage in continual process improvement individually and collectively, especially as we transition from Ariba to Workday Financials.

Advise faculty, staff, and graduate students of applicable policies and procedures as they relate to purchasing, including sole source and M&E tax exemption.

Serve as Department liaison with the UW Procurement Office and Procard Offices.

Check budgets for availability of funds and user authorizations; review requests to determine if the items to be purchased are allowable on a grant or contract budget.

Exercise independent judgment, resolve problems and adjustments for purchase orders including price increases and discounts, delivery and invoice errors, status checks on orders for non-delivery, and partial delivery. Complete “Returned Goods Memoranda” as needed.

Resolve open balances timely and accurately.

Routinely review order received status and follow up with end-user and vendor as necessary.

Travel & Reimbursements

Authorize charges to Department’s Central Travel Account (CTA). Manage and reconcile charges on the Chemistry CTA through the PaymentNet system. Work with local hotels and ground transportation services to make arrangements for Department visitors

Create eTravel Expense Reports and Reimbursements in the ARIBA system. Review ERs for accuracy and assure that all expenses are allowable, properly documented, and in compliance with applicable institution, government, and funding agency policies. Ensure that all required documentation is secured.

Review eTravel Expense Reports and Reimbursements submitted by faculty support staff for accuracy and compliance.

Submit ERs for per diem advance requests for Department travelers when appropriate. Track per diem advances to assure that advances are reconciled promptly following their return.

Track all ERs to assure that they are processed in a timely manner.

General Accounting

Responsible for Finance Group records organization and retention.

Reconcile expenses to accounting documents for state, revenue, and gift or endowment budgets. Assure that any required documentation is obtained for all expenditures.

Assist other Chemistry Purchasing & Accounting staff as needed.

Complete special projects as assigned.

Perform additional related duties as needed.

Requirements include: