FISCAL SPECIALIST 2

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. 

The UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. Providing services to three campuses, the UW Libraries also plays a significant leadership role regionally and throughout the profession. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff.

This appointment performs work on behalf of multiple library units in accordance with GAAP, Washington State OFM regulations, and other applicable University, State, and Federal policies. Provides assistance to units as related to procurement and supply chain i.e. travel, payments to individuals and bookkeeping, following unit policies and procedures. This position reports to the Director of Libraries Finance and may assist the Manager of Libraries Procurement.

RESPONSIBILITIES:

• Train and assist Libraries staff with self-service of their personal travel reimbursements in Workday. Review all documents to ensure everything needed is attached and approve as the Compliance Approver before the reimbursement is submitted for the next approval and will have Adaptive Security Role as Report Only. Ensure all state and institutional regulations and procedures are followed for Libraries staff, visiting speakers, consultants, and interviewees. Records include education/travel funding & release time applications, education/travel reimbursement claim forms, reimbursement requests, CTA charge accounts, per diem and field advances including updating the spreadsheet identifying staff balances, within the main library. Act as backup for the Health Sciences Library.
• Complete transactions on behalf of other library units in accounting, procurement, travel, accounts receivable and other areas as determined by the supervisor.
• As a Power User for the Libraries in the new UWFT system, serve as trainer through the formal training program which includes Procurement & Supply Chain (Travel & Expense Compliance & Miscellaneous Payments), Customer Req to Pay and Record to Report (Journal Entry, financial statements, reporting and General Ledger). This position will also provide a specialized report for a major Libraries Endowment.
• Process honorarium requests, student awards, FASTRANS, prepare bank deposits for checks received for posting to the Libraries Revenue Account using the Procurement & Supply Chain.
• Respond to the Libraries Shared Environment team using UW Connect ticketing system, to process requests.
• Assist the manager of Libraries Procurement, which could include processing purchase requests from specified Libraries Portfolio cost centers and programs, ensuring appropriate approvals are received. Reconcile [Record to Report] and upload received documentation in Workday for submitted requisitions processed ensuring separation of duties with orders. Work with UW Procurement Services, and outside vendors, facilitating acquisition of products and services required by the libraries which includes processing Pay to Individuals.
• Meet and communicate often with libraries staff to consult on appropriate documentation for fiscal procedures and policies, including updating Financial Services intranet: Staffweb.
• Maintain and develop financial databases, and reporting systems for state and federally funded Libraries budgets and programs, including creation and maintenance of procedures.
• Become familiar with UW Financial Transformation (UWFT) and test how activity work tags will be used in place of PCA codes for the library hierarchy to obtain information for financial reporting. Work on the Libraries Shared Environment team to bill campus departments for room rentals, copy charges and other services by request.
• Perform monthly reconciliations of the libraries major endowment fund, travel and ODT Cost Center and Procard Accounts, ensuring Libraries’ internal accounting systems balance with the University of Washington’s Financial Accounting System. This includes posting expenditures, allocation transactions and preparing journal vouchers.
• Recommend improvements in the libraries fiscal reporting/tracking systems, using knowledge of accounts, data flow, audit trails and internal controls as it relates to the new UWFT system. This would include becoming familiar with all training available.
• Participate in opportunities for efficiency improvement for the libraries.
• Understand and abide by the Libraries Personal Communication Responsibilities. Communicates appropriately, effectively, and positively. Plays an active role in staying informed and participating in libraries and unit meetings, activities, and events.
• Collaborate with other shared services colleagues in the development and application of tools, workflows, and policies that support customer service, efficiency, and compliance goals.
• Perform related duties as required.
• May serve as contact person with external agencies, Libraries Administration, and staff on fiscal matters in the absence of the Libraries Finance Director.

MINIMUM REQUIREMENTS:

• Three years of experience at a level equivalent to Fiscal Specialist I AND 30 quarter hours or 20 semester hours of college level accounting OR equivalent combination of education/experience.

ADDITIONAL REQUIREMENTS:

• Purchasing and Customer Service experience.
• Experience with Microsoft Excel and an automated accounting system.
• Ability to explain complex fiscal processes and policy in person and in writing.

DESIRED:

• Demonstrated commitment to serving a diverse community, promoting equity and access, and understanding of the contributions a diverse workforce brings to the workplace.
• Training or experience in creating and editing pages and forms in a web content management system (Plone preferred).

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 Work 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.