FISCAL SPECIALIST 2 Job at University of Washington
A higher degree of healthcare.
The University of Washington Medicine IT Services have an outstanding opportunity for a FULL-TIME FISCAL SPECIALIST 2 (Day Shifts).
All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
The Fiscal Specialist 2 will be responsible for fiscal support for the department of UW Medicine IT Services in the areas of finance and general fiscal operations. Additionally, the Fiscal Specialist 2 will be responsible for fiscal support for UW Medicine IT Services in the areas of invoice processing, payment analysis, and reconciliation of transactions in accordance with University of Washington, UW Medicine, and department standards. This role will require a candidate that exercises independent judgment to make fiscal determinations; anticipates and prevents potential issues; troubleshoots and resolves problems to support accurate and timely invoice processing.
Duties & Responsibilities
Invoice Processing
Analyzes invoice/payments and credits for accuracy and trends to assist the department with their business needs.
Processes invoice/payments and credits including routing for departmental approval and submitting to UW Accounts Payable.
Analyzes and reviews payments and invoices for taxability and compliance with UW and UW Medicine ITS policies and procedures.
Updates and maintains tracking of consulting timesheets and approvals for consultant invoices.
Tracks outstanding invoices, follows up with vendor and department contacts to address issues that could affect invoice quality or timelines.
Provides invoice status updates to department and UW AP, answers questions and troubleshoots invoicing and receiving issues.
Provides adhoc reporting and analysis of departmental payments to internal and external customers/key stakeholders.
Consults with supervisor and budget owners to assist in resolving Purchase Order discrepancies and recommending resolutions.
Review and analyze payment activity for purchase orders and campus charges to assist with providing monthly accrual amounts to other team members for submittal to UW Medicine Accounting for G/L entry.
Receiving
Processes receiving documentation from ITS staff in order to clear invoices for processing.
Reviews documentation for consistency with ITS standards, scans and attaches the documents to the appropriate systems, updates receiving status in those systems.
Reconciliation
Analyzes professional credit card (procard) & Central Travel Account (CTA) transactions for accuracy and compliance prior to the monthly payment. Ensure taxes are applied correctly as well as in compliance with UW & UW Medicine policies.
Reconcile ProCard and CTA transactions on the budget activity report once receiving of products and services is confirmed.
Routinely analyzes budget activity transactions for trends to assist with departmental decision making.
Reconciles operating budget activity transactions, tracks and follows up with UW departments and vendors to obtain documentation of charges.
Maintain varied and complex electronic filing systems for the department’s capital and operating accounts documentation, such as purchase orders, vendor invoices, Journal Vouchers, and Memorandums of Understanding.
Calculates & prepare monthly transfers from the consulting clearinghouse budget to the projects’ and teams’ budgets, and reconciles remaining balance resolving any discrepancies found.
Manages monthly time tracking report from project management office to ensure timesheets are sufficiently complete and coordinates distribution to other team members for their processes.
Other
Travel coordination for assigned teams including booking flights, processing reimbursements, and instructing them on UW and departmental policies and procedures.
Assist with education and training of staff as needed on invoices and receiving policies and procedures.
Prepare and submit journal vouchers to transfer charges between departments and teams.
Other duties as assigned.
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
Additional Department Requirements:
2+ years’ experience with invoicing must be included in the three years of fiscal record keeping experience noted above.
Proficiency in Excel, with solid experience creating spreadsheets and formulas, manipulating and summarizing data.
DESIRED EDUCATION, SKILLS AND EXPERIENCE
Must be highly organized to process a large volume of documents and e-mail.
High degree of accuracy and attention to detail in handling invoices and numeric calculations.
Must have strong written and verbal communication skills to provide information in a clear, well organized and concise manner.
Contributes to unit and department quality improvement efforts.
The University of Washington Medicine IT Services have an outstanding opportunity for a FULL-TIME FISCAL SPECIALIST 2 (Day Shifts).
All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
The Fiscal Specialist 2 will be responsible for fiscal support for the department of UW Medicine IT Services in the areas of finance and general fiscal operations. Additionally, the Fiscal Specialist 2 will be responsible for fiscal support for UW Medicine IT Services in the areas of invoice processing, payment analysis, and reconciliation of transactions in accordance with University of Washington, UW Medicine, and department standards. This role will require a candidate that exercises independent judgment to make fiscal determinations; anticipates and prevents potential issues; troubleshoots and resolves problems to support accurate and timely invoice processing.
Duties & Responsibilities
Invoice Processing
Receiving
Reconciliation
Other
MINIMUM REQUIREMENTS
Additional Department Requirements:
DESIRED EDUCATION, SKILLS AND EXPERIENCE
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
COVID-19 VACCINATION REQUIREMENT
Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
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