Fiscal Specialist 1

Title:

151E-YN - Fiscal Specialist 1

Business Title:

Fiscal Specialist 1

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

COVID-19 Vaccination Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/ . Please contact HRS at [email protected] or 509-335-4521 if you have questions.

Summary of Duties:

The Fiscal Specialist 1 applies principles of financial management in performing fiscal support duties for the College of Nursing. Duties include developing, reconciling, maintaining, monitoring, and reviewing accounts; ensuring compliance with WSU and state regulations regarding payments and credits; preparing financial reports and reviewing for error; processing contracts and agreements, creating and maintaining databases; preparing fiscal paperwork; maintaining inventories, and preparing cash deposits. The incumbent has frequent contact with external agencies and internal administrators. Works independently using reasonable judgment to make decisions regarding the prioritizing and work flow of tasks. This position also serves as the backup for payroll, travel, and accounts payable for the area.

Job Duties:

30% Financial Data

• Analyzes budgets for compliance and prepares specialized reports at the request of the director.
• Develops service center account budgets for the College annually; develops and maintains record-keeping and reporting systems; formulates and recommends adjustments to the director.
• Evaluates student course fee/administrative fees annually and submits documentation to support fee changes.
• Develops and maintains reports and spreadsheets for Development Program sub accounts; uses data to assess and plan fiscal needs.
• Coordinates fund transfers to sub accounts.
• Reconciles purchasing card transactions.
• Coordinates electronic distribution of monthly CON budget reports.
• Maintains online revenue receiving system.
• Processes reimbursement of external scholarship awards.
• Acts as fiscal liaison for Clinical Placements Northwest (CPNW).

25% Purchasing and Receiving

• Consults with staff/faculty for order needs.
• Solicits quotes and researches products.
• Interprets the approval policy of purchases and order method.
• Establishes new accounts with the University’s approved vendors and suppliers as needed to procure supplies and equipment.
• Procures orders in a timely manner with selected vendors.
• Analyzes, modifies, and recommends areas where more economical purchasing options are available.
• Coordinates with requestors on product sourcing, trial evaluations, and back-orders.
• Researches cooperative state contracting for optimal pricing to source supplies, equipment, and services.
• Successfully interprets state, local, and negotiated pricing contracts.
• Develops a specialized file system for Purchase Requests.
• Builds upon and maintains a master item list of supplies and equipment for reorder; to include manufacturer, reorder supplier and product number, packaging, and pricing.
• Confirms purchase shipments to ensure timely delivery and advises requestor of expected ETA and status.
• Verifies physical receipt of goods at point of delivery. Matches items against packing slips and receives in database.
• Coordinates with suppliers on short shipments, damaged goods, and incorrect products received.
• Coordinates with suppliers, vendors, and other WSU staff/faculty to resolve problems.
• Handles outgoing shipments for the College.
• Develops a database for renewals of copyright agreements.
• Interprets granting agency rules and regulations, ensuring compliance; identifies efficiencies and best use of CON funds and provides recommendations: resolves discrepancies.

20% Inventory and Equipment Disposal

• Assesses and forecasts inventory needs on a regular basis and prepares recommendations for replacement and/or on hand levels based on use.
• Forecasts equipment replacement schedules; calculates equipment depreciation and amortization
• Develops departmental inventory criteria and confirms adherence.
• Determines WSU property inventory based on University policy and procedures.
• Audits all inventory databases for accuracy.
• Develops methods for, and conducts, inventory audits and makes adjustments in database as required.
• Facilitates equipment disposal of surplus to WSU Central Stores. Log records per record retention schedule.

15% Contracts and Software Licenses

• Verifies draft contracts and agreements for compliance with the University’s rules and regulations.
• Advises departmental staff and faculty on procedures involved in contracting for good and services.
• Coordinates receipt of authorized signatures from all parties.
• Approves expenditures in accordance with the signed contract.
• Develops and maintains database for initial purchases and ongoing renewals.
• Verifies all University and College level documentation is completed, approved, and archived.
• Communicates with the Contract Office regularly on contract and agreement submittals, status, and approvals.
• Collaborates with Purchasing Services to ensure compliance with University policies, rules and regulations for software agreement purchases and use documentation.

5% Other

• Prepares deposit report, signs, and secures second signature.
• Confirms funds are deposited in a timely fashion in accordance with WSU Cash Handling Policies and Procedures.
• Reconciles merchant fee statements to submit JV.
• Communicates effectively with Student Services, Undergraduate office, and Professional Advancement on the collection of payments.
• Confirms compliance with Payment Card Industry (PCI) Data Security Standards.
• Develops effective working relationship with the WSU Cashiers Office and University Receivables.

5% Other

• Performs other related duties as assigned.
• Back up to payroll, travel, and accounts payable in this area.

Required Qualifications:

Three years of fiscal record keeping experience; OR equivalent education/experience.

Additional Requirements:

• Demonstrated proficiency in the use of computers and software applications including Microsoft Word, Excel and Outlook.
• Demonstrated knowledge of contractual terms and language.
• Exemplary customer service and interpersonal communication skills.

Preferred Qualifications:

• Demonstrated knowledge of accounting practices.
• Demonstrated knowledge of purchasing and inventory processes.
• Experience in cash handling, accounts payable and working in higher education.
• Demonstrated knowledge of Microsoft Access.

Additional Information:

Area/College: College of Nursing
Department Name: Business Services
City, State, Zip: Spokane, WA 99202
Department Link: https://nursing.wsu.edu/

Monthly Salary: $3,144.00
FTE: 100%
Permanent/Temporary/Project: Permanent

Posting Close Date: Applicants must submit their completed application by December 12, 2021 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Application Instructions: This position has been re-posted.

Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents:

• Resume
• Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .

Title:

151E-YN - Fiscal Specialist 1

Business Title:

Fiscal Specialist 1

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

COVID-19 Vaccination Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/ . Please contact HRS at [email protected] or 509-335-4521 if you have questions.

Summary of Duties:

The Fiscal Specialist 1 applies principles of financial management in performing fiscal support duties for the College of Nursing. Duties include developing, reconciling, maintaining, monitoring, and reviewing accounts; ensuring compliance with WSU and state regulations regarding payments and credits; preparing financial reports and reviewing for error; processing contracts and agreements, creating and maintaining databases; preparing fiscal paperwork; maintaining inventories, and preparing cash deposits. The incumbent has frequent contact with external agencies and internal administrators. Works independently using reasonable judgment to make decisions regarding the prioritizing and work flow of tasks. This position also serves as the backup for payroll, travel, and accounts payable for the area.

Job Duties:

30% Financial Data

• Analyzes budgets for compliance and prepares specialized reports at the request of the director.
• Develops service center account budgets for the College annually; develops and maintains record-keeping and reporting systems; formulates and recommends adjustments to the director.
• Evaluates student course fee/administrative fees annually and submits documentation to support fee changes.
• Develops and maintains reports and spreadsheets for Development Program sub accounts; uses data to assess and plan fiscal needs.
• Coordinates fund transfers to sub accounts.
• Reconciles purchasing card transactions.
• Coordinates electronic distribution of monthly CON budget reports.
• Maintains online revenue receiving system.
• Processes reimbursement of external scholarship awards.
• Acts as fiscal liaison for Clinical Placements Northwest (CPNW).

25% Purchasing and Receiving

• Consults with staff/faculty for order needs.
• Solicits quotes and researches products.
• Interprets the approval policy of purchases and order method.
• Establishes new accounts with the University’s approved vendors and suppliers as needed to procure supplies and equipment.
• Procures orders in a timely manner with selected vendors.
• Analyzes, modifies, and recommends areas where more economical purchasing options are available.
• Coordinates with requestors on product sourcing, trial evaluations, and back-orders.
• Researches cooperative state contracting for optimal pricing to source supplies, equipment, and services.
• Successfully interprets state, local, and negotiated pricing contracts.
• Develops a specialized file system for Purchase Requests.
• Builds upon and maintains a master item list of supplies and equipment for reorder; to include manufacturer, reorder supplier and product number, packaging, and pricing.
• Confirms purchase shipments to ensure timely delivery and advises requestor of expected ETA and status.
• Verifies physical receipt of goods at point of delivery. Matches items against packing slips and receives in database.
• Coordinates with suppliers on short shipments, damaged goods, and incorrect products received.
• Coordinates with suppliers, vendors, and other WSU staff/faculty to resolve problems.
• Handles outgoing shipments for the College.
• Develops a database for renewals of copyright agreements.
• Interprets granting agency rules and regulations, ensuring compliance; identifies efficiencies and best use of CON funds and provides recommendations: resolves discrepancies.

20% Inventory and Equipment Disposal

• Assesses and forecasts inventory needs on a regular basis and prepares recommendations for replacement and/or on hand levels based on use.
• Forecasts equipment replacement schedules; calculates equipment depreciation and amortization
• Develops departmental inventory criteria and confirms adherence.
• Determines WSU property inventory based on University policy and procedures.
• Audits all inventory databases for accuracy.
• Develops methods for, and conducts, inventory audits and makes adjustments in database as required.
• Facilitates equipment disposal of surplus to WSU Central Stores. Log records per record retention schedule.

15% Contracts and Software Licenses

• Verifies draft contracts and agreements for compliance with the University’s rules and regulations.
• Advises departmental staff and faculty on procedures involved in contracting for good and services.
• Coordinates receipt of authorized signatures from all parties.
• Approves expenditures in accordance with the signed contract.
• Develops and maintains database for initial purchases and ongoing renewals.
• Verifies all University and College level documentation is completed, approved, and archived.
• Communicates with the Contract Office regularly on contract and agreement submittals, status, and approvals.
• Collaborates with Purchasing Services to ensure compliance with University policies, rules and regulations for software agreement purchases and use documentation.

5% Other

• Prepares deposit report, signs, and secures second signature.
• Confirms funds are deposited in a timely fashion in accordance with WSU Cash Handling Policies and Procedures.
• Reconciles merchant fee statements to submit JV.
• Communicates effectively with Student Services, Undergraduate office, and Professional Advancement on the collection of payments.
• Confirms compliance with Payment Card Industry (PCI) Data Security Standards.
• Develops effective working relationship with the WSU Cashiers Office and University Receivables.

5% Other

• Performs other related duties as assigned.
• Back up to payroll, travel, and accounts payable in this area.

Required Qualifications:

Three years of fiscal record keeping experience; OR equivalent education/experience.

Additional Requirements:

• Demonstrated proficiency in the use of computers and software applications including Microsoft Word, Excel and Outlook.
• Demonstrated knowledge of contractual terms and language.
• Exemplary customer service and interpersonal communication skills.

Preferred Qualifications:

• Demonstrated knowledge of accounting practices.
• Demonstrated knowledge of purchasing and inventory processes.
• Experience in cash handling, accounts payable and working in higher education.
• Demonstrated knowledge of Microsoft Access.

Additional Information:

Area/College: College of Nursing
Department Name: Business Services
City, State, Zip: Spokane, WA 99202
Department Link: https://nursing.wsu.edu/

Monthly Salary: $3,144.00
FTE: 100%
Permanent/Temporary/Project: Permanent

Posting Close Date: Applicants must submit their completed application by December 12, 2021 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Application Instructions: This position has been re-posted.

Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents:

• Resume
• Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .