Accounts Payable Specialist - Financial Services - 21444
INTRODUCTION:
The Financial Services Department in the Division of Finance and Administrative Affairs at the University of Wisconsin-Whitewater seeks an Accounts Payable Specialist (Financial Specialist II, FN007).
JOB DUTIES:
This position is responsible for pre-audit and payment of all types of accounts payable and specific general ledger transactions, including interdepartmental expense corrections, and chargebacks. This person works closely with department staff on appropriate and timely processing of invoices and serves as a reference for staff and vendors regarding the status of payments, so must maintain a positive working relationship with these entities.
This position works standard hours Monday through Friday and reports to the Assistant Controller or Controller. The employee must have general knowledge and adhere to appropriate internal controls over accounts payable and general ledger activities. The employee is required to know and follow UW Whitewater, UW System and DOA regulations regarding all type of payments and ledger transactions.
QUALIFICATIONS:
Minimum Qualifications:
- High School Diploma at time of application
- 2 years of professional experience
- Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet
Preferred Qualifications:
- Associate's degree in business related field
- Experience in a higher education environment
Knowledge, Skills and Abilities:
- Ability to interact respectfully with people with diverse socioeconomic cultural and ethnic backgrounds
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
- Skilled in use of Microsoft Word, Excel
- Knowledge of cost distribution patterns
- Knowledge of financial regulations for funding sources (PR, GPR, etc)
- Knowledge of prompt payment requirements
- Ability to learn accounting software for data entry functions
- Ability to interpret rules and regulations
RESPONSIBILITIES:
A. Audit and process accounts payable vouchers, including payments to individuals, vendor invoices and miscellaneous payments.
1. Support for travel-expense reports.
- Review and maintain travel procard statements, identifying travel voucher transactions and following up on those that are not submitted on a TER. Identify payments made inappropriately, and provide feedback to traveler, and/or information to the Procurement Services Director. Verify accuracy and completeness of TERs submitted by employees issued a procard for designated travel situations
2. Audit and pay non-employee compensation.
- Audit and prepare stipend payments, award payments and honorariums
- Refer to applicable policies for non-employee compensation and when necessary, contact departments to resolve problems
- Calculate withholding on out-of-state entertainers or presenters who are being paid $7,000 or more, and prepare WT-11 form for Department of Revenue. Forward check to the WI Department of Revenue, along with W-11 report, and send copies of report to System Administration for tax reporting purposes
- Work with UW System and Purchasing office to maintain accurate records for W-2 and 1099 tax reporting. When appropriate, forward copies of the Payment to Individual Form, along with the Visa, I-9 form, and other tax reporting forms to UW System for foreign national payments
3. Pre-audit and payment of vendor invoices.
- Pre-Audit invoices for date, terms, discounts, prices, and tax-exempt status, making sure invoices are complete, correct, contain required supporting documentation and are approved by authorized signor. Contact vendors, departments and/or central receiving to resolve any issues. If necessary, send Prompt Payment "Good Faith Letter"
- Audit vendor claims and respond to and resolve vendor inquires and complaints
- Review the open standing purchase orders and their balances in the procurement system. Work with departments to create receipts to certify receipts of materials and ensure departmental approval and contact the department if the blanket order balance needs attention
4. Ascertain that invoices are originals or certified copies. If copies, check for prior payment via online queries.
5. Calculate and pay any necessary prompt pay interest for late paid invoices.
6. Answer departmental and vendor inquiries on invoice payment status.
7. Verify accuracy of checks created to ensure proper data entry.
B. Pre-audit and process interdepartmental expense corrections, sales credits, corrections.
1. Verify appropriateness of requests for sales credits, corrections or transfer of an expense, making sure the request is in compliance with financial rules and guidelines established by UWS (i.e. no revenue to GPR accounts, sales credits only if budget line for them, no unauthorized expenses to limited grant/gift accounts).
2. Work with departments requesting corrections if not processed correctly, or contains information that is not clearly understood.
3. Perform journal uploads using on the online journal entry process according to established procedures, maintaining all documentation regarding the request for action.
4. Verify the correctness of the work performed by student employees.
C. Other duties
1. Provide training to campus staff related to UW System and UW Whitewater policies and procedures.
2. Monitor departmental email accounts.
3. Identify changes to be made to the Financial Services website.
4. Maintain up-to-date procedures for all tasks and any revised forms.
5. Perform billings of third parties, manage transactions within the billing system, and request needed maintenance to chart of accounts and other billing system setup.
6. Provide backup to other positions in unit.
7. Will be an active participant in following applicable safety rules and regulations including necessary training and drills.
8. Other duties as assigned.
CAMPUS INFORMATION:
UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.
UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.
Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
COMPENSATION AND BENEFITS:
Well-qualified candidates can expect a starting hourly rate of $21.00.
UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
TO ENSURE CONSIDERATION:
Applications received by December 16, 2024 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu.
For questions regarding this position, please contact:
Bridget Skeels
Assistant Controller
262-472-5672
skeelsb@uww.edu
HOW TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter
- Resume
- Name and contact information for three professional references
This Job ID is 21444.
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:
UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here:
UW-Whitewater Internal Applicants
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