Fiscal Specialist 2

University of Washington Shoreline, WA
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.

The Department of Genome Sciences (GS) is part of the University of Washington School of Medicine and is comprised of 26 labs addressing leading edge questions in biology and medicine by developing and applying genetic, genomic and computational approaches taking advantage of genomic information now available for a host of species. GS is making major contributions in the application of genome science to understand the fundamentals of biology and to improve human health and wellbeing. Genome Sciences is a collaborative department supported by very different academic disciplines. We work with a multitude of Program Investigators (PIs) in departments both on the UW campus as well as worldwide. The department has gone through significant expansion since its beginning in 2001 with annual grant awards of $67M in FY17. The department has 47 training, teaching, and research faculty.

The Department of Genome Sciences currently has an outstanding opportunity for a FISCAL SPECIALIST 2.

Position Description:

The Fiscal Specialist 2 will perform a high volume of complex and varied fiscal functions where independent judgment is exercised to make fiscal determinations and to solve problems that arise within work assignments.

This position requires an individual who has a strong attention to detail; critically reviews work to avoid errors, highly organized, good communication skills both verbal and written, and can prioritize daily workload without constant supervision. Specific duties and responsibilities are listed below.

All duties must be completed to ensure compliance with Federal, State, University of Washington and

School of Medicine policies and procedures.

The individual in this role will be working in a team environment and will also provide administrative support in the areas of purchasing, general front office, and payroll.

Responsibilities:

Payroll & Leave Records: 20%:

With strong attention to detail, process and track payroll actions in Workday for all academic, professional, classified, student, and hourly appointments: new appointments, separations, status change requests, TSI (Temporary Salary Increase) and LOA (Leave of Absence) requests.

Coordinate Workday changes with the HR Manager and the Grants teams via the RT tracking system.

Effectively manage time and workload to meet payroll deadlines.

Review earnings and actuals reports for discrepancies. Work quickly to determine appropriate course of action to resolve payroll issues.

Using the Workday system, correct errors in online timesheets for temporary hourly staff and hourly student employees.

Account for the complete FTE distribution for each individual by completing a thorough payroll distribution review each payroll cycle.

Make updates, entries, and adjustments in the Payroll spreadsheet as necessary (includes monitoring leave without pay and overtime).

Calculate and/or process overtime payments, retroactive salary transfers, emergency checks, and other payroll related transactions on a proactive basis, in consultation with the HR Manager and Grants team.

Monitor flex schedules, overtime, and leave without pay.

Email Staff regarding timesheet submission deadlines and instructions. Review and enter timesheets.. Troubleshoot errors with employees.

When an employee separates, complete termination activities: audit time-off and leaves in Workday, process off-boarding checklist.

Effectively recognize when FMLA may be a concern for an employee and forward to the HR Manager for processing.

Maintain confidentiality of employee's pay records.

Promptly return calls and emails in response to inquiries from employees, supervisors/managers and UW payroll and leave reporting. Refer personnel issues and questions outside the scope of payroll to the HR Manager.

Report any trends that need monitoring to the HR Manager (excessive or unexplained overtime, leave without pay, overly tardy timesheets).

Use UW Temp Tools, or Workday equivalent, to monitor temporary employee hours.

Set-up and update employee records in departmental database using Access.

Add and remove employees to/from departmental email listservs.

Pick-up and distribute pay checks and pay advice slips as needed for emergency checks.

Become the payroll expert in the implementation of Workday, the Human Resources/Payroll (HR/P) system.

Participate in Workday trainings and Named Support Contact (NSC) meetings to keep current on Workday changes and current issues affecting payroll.

Purchasing: 75%

Manage and Reconcile Standing Orders and Contracts to ensure receipt and approve for payment

Perform purchasing data entry / ordering, complete travel reimbursement paperwork, and day-to-day fiscal filing using eProcurement, ProCard, departmental CTA, e-Reimbursement, e-Travel, non-catalog ordering, non-purchase orders, and Ariba system for Purchase Order.

Reconcile ProCard and CTA.

Follow-up with departmental staff to assure ordered items have been received and cleared out of

PurchasePATH.

Meetings and Professional Development: 5%

Attend Departmental and University meetings relating to payroll and procurement

Participate in and support quality assessment and improvement activities

Update office procedures desk manual as needed.

Participate in campus committees and user groups relating to payroll as requested

Participate in professional development opportunities to expand knowledge base for the position. • Assist visitors and members of the Department with photo copying, scanning, filing, mail distribution, package deliveries/pickups and answer phones. Provide backup for other administrative personnel and front desk coverage.

Serve as Safety Warden for Administrative Unit

Perform other duties and projects as requested

Minimum Requirements:

Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.

Must possess critical thinking skills.

Must be fluent in MS Word, Excel, Outlook (or other equivalent email product).

Excellent written, verbal and interpersonal communication skills.

Must have a strong attention to detail, demonstrated time management with the ability to work effectively under the pressure of deadlines.

Open to receiving direction and ask for assistance when needed.

Ability to work both independently and collaboratively.

Must have the highest standards for customer service.

Ability to work with diverse people with tact and diplomacy, critical thinking, discretion and sensitivity.

Desired:

Three years of fiscal experience (i.e., payroll, purchasing, accounting, reconciling, budgeting)

Prior experience using databases.

Experience working with Union and Non-Union employees.

Experience interpreting complex payroll policies.

University of Washington payroll processing experience.

Experience with Travel, PurchasePath, Ariba, MS Access, Excel, and Google Calendar.

Records Management Experience.

Working Conditions:

Standard office environment with both standing payroll deadlines and occasional urgent purchasing requests. This is a high-volume, fast-paced environment.

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.

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