AST Payment & Procurement Specialist-4

Job Description

Established in 2011 CAS Administrative Support Team (AST) is a center of expertise assisting over 30 academic arts and scholarly units across the College of Arts and Sciences with payment procurement human resources payroll and foreign national visa transactions. AST also serves as a key touchpoint for all 55 College units as they navigate major institutional changes such as the 2017 launch of Workday HR/Payroll and the 2023 launch of Workday Finance. AST team members are highly motivated self-starters who gladly share knowledge and support one another to meet rigorous standards of accuracy efficiency and customer service. To do this team members must continuously update and improve their own technical knowledge and they must combine that knowledge with an appreciation for the unique needs and cultures of each member unit.

CAS AST Payment and Procurement Services group (Pay/Pro) is seeking an individual to join this group as a Shared Services Specialist. This is an outstanding opportunity to help continue developing workflows tools and strategies that will shape the Pay/Pro group into the future. Reporting to a Program Operations Manager and in collaboration with AST colleagues and member-unit staff each Shared Services Specialist is a subject matter expert in all procurement-related policy and business processes including travel and expense invoicing and purchasing. Specific responsibilities include:

Duties & Responsibilities

• Review and submit travel and expense reimbursements honorarium payments invoice payments and purchase requisitions into Workday Finance.

• Ensure compliance with Federal and State laws and regulations and University policies and procedures.

• Ascertain the appropriate workflow by exercising independent judgment.

• Accurately input transactions for all payments and purchases into Workday.

• Exercising independent judgment resolve problems for payments and purchases including spend categories missing payments price increases and discounts delivery and invoice errors status checks on orders for non-delivery partial delivery and return of goods.

• Reconcile ProCard purchases using Workdays ProCard reconciliation module.

• Utilize UWConnect ticketing system to include all communication and documentation for each requested transaction.

• Assist manager in Accounts Receivable including

• Create invoices and other AR tasks in Workday.

• Develop and document College-specific AR best practices.

• Develop and document workflows that integrate departmental business needs College best practices and Central Office policies/procedures.

• Work collaboratively across all AST groups to correct any entries or make adjustments as needed.

• Actively participate in all appropriate policy business process and customer service training including Workday training sessions in order to maintain and expand current expertise.

• Actively participate in daily staff huddles weekly and monthly workshops and outreach meetings (as requested).

• Collaborate with fellow team members to evaluate current AST processes and policies develop process improvement ideas and institute changes that continually reinforce our mission and values.

• Maintain positive and productive working relationships with unit administrative staff.

• Communicate clearly and collegially with all AST constituents including customers central offices vendors and colleagues.

• Maintain high compliance standards while also meeting turn-around goals.

• Additional project duties as needed.

Note: While we value the focus and comfort that remote work can afford we also thrive on the inspiration and comradery that comes from working together on campus. We therefore have established two standard work schedules for our team members. You may choose to work in the office throughout the week or you may request to work remotely up to two days per week (Tuesdays and/or Thursdays only) joining your colleagues in-person Mondays Wednesdays and Fridays.

Qualifications

Minimum Requirements

Bachelors Degree and two years of work experience in fiscal accounting or payroll experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Desired Qualifications:

Strong skills in Microsoft Office applications.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.