AST Payment & Procurement Specialist-4

University of Washington Medical Center•Seattle, WA

14h•$54,732 - $73,608•Hybrid

About The Position

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:

Requirements

Bachelor’s 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.

Nice To Haves

Strong skills in Microsoft Office applications.

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 Workday’s 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.