Universities of Wisconsin · 7 hours ago
Financial Specialist III - Accounts Payable
Eau Claire, WI
Full-time
Hybrid
Entry, Mid Level
$50K/yr - $55K/yr
2+ years expThe Universities of Wisconsin is seeking a Financial Specialist III - Accounts Payable to join their University Accounting team. This role involves overseeing accounts payable processes, ensuring compliance with regulations, and managing supplier information within the automated financial system.
Higher Education
Responsibilities
INDEPENDENTLY PROCESS INVOICES, REIMBURSEMENTS, AND REFUNDS IN COMPLIANCE WITH THE POLICIES AND PROCEDURES OF THE UNIVERSITY SYSTEM
Maintain a thorough working knowledge of the complex UW-System Regulations to assure compliance while advising faculty, staff, students, and other non-university personnel on appropriate policies and procedures
Examine invoice against Supplier Invoice Request (SIR) to ensure that items ordered agree with invoicing
Ensure authenticity of invoice confirming it is an original or an acceptable copy of and verify that it has not been processed for payment previously
Determine and verify that supporting documentation exists for the prepayment of all orders
Interpret services rendered and ensure the existence of tax identification information necessary for income tax reporting. Collaborate with the supplier to ensure compliance when required
Interact with departments to provide documentation or support for activity that is vague in its description or inadequate in narrative
Monitor and analyze the legitimacy of activity ordered for propriety and legality in compliance with State and University policies
Interpret and follow institution and state guidelines of prompt payment when processing invoices
Pre-audit invoices for proper budget funding sources, supporting documentation, and supplier information. Determine cost distribution allocations. (Audited invoices are authorized to be entered directly into the automated system without additional review by others.)
Provide training and expert advice as required to student workers and various departments
Investigate credit memos and apply the dollar amount against outstanding supplier invoice(s) or request a refund where applicable
Investigate and resolve discrepancies with department personnel
Investigate and resolve supplier inquiries regarding payment status and discrepancies
Audit claims for adjustments to previous payments. Determine and initiate the appropriate action in order to negotiate a final settlement
Research monthly account statements; consistently resolving any issues that appear to exist between the University and supplier
Approve Supplier Invoice Requests in Workday, verifying that information entered by various departments is correct. Make corrections as needed
Verify that invoices are properly recorded in Workday
Assign voucher number and release activity for the production of checks and accounting reports
Create and examine edit report for accuracy and integrity of voucher payments. Reconcile edit report information for auditing requirements
Research general ledger journal entries utilizing Workday reporting system for payment determination
Investigate and interpret general ledger journal entries for various university personnel as requested
Approve Gifts, Awards, Prizes, and Giveaways in BP Logix, routing for further approval as needed
Process Supplier Invoices and Supplier Invoice Adjustments for various invoices that departments do not process
Maintain supplier banking information in Bank (Workday) wire templates
Place wire payments with Bank (in Workday) for various departmental payments
Work with Bank and/or Central Settlement team to resolve any issues with outgoing wires
Process deposits to General Bank Account for monthly Elavon charges
Other payment and banking duties as needed
As primary campus contact, responsible for managing the integrity of the supplier file
Advise, train, and provide expert assistance for co-workers
Maintain frequent contact with various levels of users both internal and external to UW Eau Claire regarding information on the supplier file
Work closely with Shared Supplier File team at UW System to ensure all changes are accurate
Responsible for the collection of tax identification numbers and business entity information for income tax reporting by the supplier
Make certain that the person signing on behalf of the Board of Regents has delegated signature authority for this type of agreement by the written institutional delegation
Determine that the contract language is in accordance with UW System Policy
Deduct any Non-Resident Entertainer Tax if appropriate and remit payment to the Wisconsin Department of Revenue
Process the contracts in Workday and contact various departments when the check is available to be picked up, if necessary
End of calendar year – provide documentation for reporting to campus tax accountant for all WT-11 withholdings
Assign and audit transaction account codes to Supplier Invoices in Workday to ensure orders are in compliance with institutional regulations and policies
Review and process incoming invoices in accordance with departmental rules and regulations. Distribute invoices to the various members of Accounts Payable responsible for paying certain types of invoices
Answer inquiries and discrepancies presented by the University community and suppliers as they relate to the Accounts Payable department
Receipt, deposit, and process refunds of expenditures paying special attention to 1099 transactions that affect reporting and budgets
Distribute copies of invoices to appropriate departments in absence of office personnel
Pre-audit invoices submitted by selected Accounts Payable satellite units for integration into Workday
Assist in investigating and resolving supplier inquiries regarding payment status and discrepancies
Monthly textbook inventory entry in Student Information System (SIS)
Monthly textbook payment invoice entry in Workday for financial routing after inventory entry and approval
Bi-annual management fees evaluated and initiated for payment
Annual IRR Physical Inventory count as necessary
Others as requested by direct supervisor
Qualification
Required
Associate degree in business, finance, accounting, or closely related field
Two or more years of experience in accounting, finance, or related field
Experience establishing and maintaining working relationships with individuals at all organizational levels
Excellent interpersonal skills, including listening, written, and oral communication skills
Working knowledge of Generally Accepted Accounting Principles (GAAP)
Experience with financial software packages (e.g. PeopleSoft, Workday)
Ability to prepare financial reports, spreadsheets, and budgets
Proficiency with Microsoft Excel, Microsoft Word, database systems, financial accounting systems and various database query tools
Strong mathematical ability and strong attention to detail to ensure accuracy in data entry and in reconciliation of various accounting figures
Strong organizational skills
Strong critical thinking and problem-solving skills
Ability to prioritize and effectively manage multiple projects under competing deadlines
Ability and willingness to adapt to change
Preferred
Bachelor's degree in business, finance, accounting, or closely related field
Prior Higher Education experience
Prior Governmental experience
Company
Universities of Wisconsin
13 universities. 1 mission. To make Wisconsin...Future Ready. For All.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$7MKey Investors
Alfred P. Sloan Foundation
2019-01-01Grant· $7M
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