Financial Specialist III Accounts Payable

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University Accounting Accounts Payable

Division of Finance and Administration

Financial Specialist III

POSITION: A full-time academic staff position is available in University Accounting. The working title for this assignment is Financial Specialist III Accounts Payable with an official title of Financial Specialist III. The expected hiring salary will be $50000-$55000 based on qualifications and experience.

DUTIES:

This position has full pre-audit delegated authority from UW-System and is responsible for appropriate tax reporting accounting controls and the accuracy of each non-payroll transaction in a decentralized environment. This position audits analyzes and coordinates the operation of the automated accounts payable system in the processing of invoices and miscellaneous items received in the Accounts Payable Department. Additionally this position is responsible for various accounting responsibilities. A thorough knowledge of procurement procedures state contracts supplier terms rules regulations policies and guidelines of varying complexity are required. Knowledge of IRS tax reporting rules and regulations ae required for the comprehensive maintenance of the automated supplier file. Adherence to the rules and regulations of prompt payment legislation is of utmost importance. It is also essential to interpret applicable Federal State & Institutional rules and regulations for propriety and legality of purchases according to the UW System pre-audit manual. This position reports to the Controller under general supervision.

General Duties include but are not limited to

• 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.

INITIATE/RECEIVE WIRE PAYMENTS AND BANK DUTIES

• 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

MANAGE AND OVERSEE A COMPLEX AND COMPREHENSIVE SUPPLIER FILE FOR THE AUTOMATED SHARED FINANCIAL SYSTEM.

• 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.

PROCESS CONTRACT PAYMENTS

• 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.

PROVIDE MISCELLANOUS SUPPORT SERVICES FOR THE ACCOUNTS PAYABLE UNIT

• 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.

IRR INVENTORY Instructional Resource Rental Inventory

• 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

OTHER DUTIES AS ASSIGNED

*partial remote work is dependent on UW-System and UW-Eau Claire current policies and work performance

THE UNIT: University Accounting and Accounts Payable consists of seven staff members responsible for the accounting financial operations and reporting of the University.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire an institution of approximately 9000 students and 1200 faculty and staff is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity sustainability leadership and innovation. To learn more about UWEC visit City of Eau Claire situated at the confluence of the Chippewa and Eau Claire rivers is at the center of a metropolitan area of approximately 100000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails strong public schools a vibrant arts scene and local food culture and abundant recreational opportunities.

To ensure consideration completed applications must be received by February 28 2026. However screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

Key Job Responsibilities:

• May train staff on financial processes and best practices

• Monitors financial transactions and fund balances and generates and reconciles complex reports and statements in accordance with established rules and regulations

• Reviews and approves complex transactions and assigns funding codes in accordance with established rules regulations and policies

• Reviews transaction processing internal controls and recommends policies and procedures

• Reallocates expenses to appropriate funding strings

• Serve as a unit liaison to leadership providing financial advice recommendations and financial status updates

• Drafts communications and reports and maintains organization of varied records to provide administrative support within a specified work unit

• Answers complex fiscal questions and provides information based on set materials and standards to various audiences

Required Qualifications:

• 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 Qualifications:

• Bachelors degree in business finance accounting or closely related field
• Prior Higher Education experience
• Prior Governmental experience

How to Apply:

Applications are submitted electronically.Please follow instructions found on the following UW-Eau Claire Website: You must create an account and login before you can apply. Please be sure you have included the following in PDF format:

• Cover letter
• Resume/curriculum vita
• Names and contact information for three references.

Contact Information:

Please direct requests for additional information to:

Amanda Brummond;

Special Notes:

INSTITUTIONAL OVERVIEW

UW-Eau Claire an institution of approximately 9000 students and 1200 faculty and staff is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity sustainability leadership and innovation. To learn more about UWEC visit .

The City of Eau Claire situated at the confluence of the Chippewa and Eau Claire rivers is at the center of a metropolitan area of approximately 100000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails strong public schools a vibrant arts scene and local food culture and abundant recreational opportunities.

ADDITIONAL INFORMATION

The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful candidate will be released. SeeWis. Stat. . 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited the University Police want students faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. VisitCampus Security and Fire Report. Also visit ourCampus Security Authority(CSA) policy.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.