Financial Specialist - International Education & Engagement

University of Wisconsin Stout•La Crosse, WI

25d•$20

About The Position

This position provides fiscal management for International Education, this position reports to the Director. Assigned duties include, but are not limited to, oversight of accounting, bookkeeping and auditing comprising of: accounts payable, accounts receivable, general ledger journal entries and transfers, payroll tracking, initiating and monitoring purchase orders, auditing procurement card statements, preparation of deposits, management of bank statement remittances, assistance with budgeting, monitoring of budget to actuals and encumbrances, and reconciliation/resolution of errors of general purpose revenue, program revenue, grant, gift, and Foundation accounts; analyzes data, creates queries and reports and assists with setup and management of multiple databases. This position requires considerable knowledge of State of Wisconsin, UW System and UW-La Crosse policies, knowledge of bookkeeping and accounting practices and excellent Excel skills, outstanding coordination skills, independent judgement and initiative, and timeliness in performing transactions. In addition, the position needs to be familiar with the special circumstances associated with international business transactions. Highly professional and independent contact is required with UW-Extended Campus, UWL campus administration, UWL faculty and staff, and external clients and vendors. The normal work schedule for this position is Monday–Friday from 7:45am to 4:30pm unless approved otherwise by both supervisors. UW-La Crosse 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 at 608-785-8013.

Requirements

Minimum of high school diploma or equivalent.
Knowledge of basic accounting principles.
Ability to work in a team.
Strong attention to detail and accuracy along with data management, analytical, research, problem solving, organizational and multi-tasking skills.
Ability to plan, establish priorities organize varied and complex tasks, exercise independent judgment, display individual initiative and meet deadlines in a fast-paced environment.
Ability to use discretion and good judgement regarding confidential information.
Proficiency at a high level with Microsoft Office (Access / Excel / Word) database, spreadsheet, e-mail, calendar, and word processing software and quick adaptability to other software.
Effective verbal and written communication skills to effectively present information and respond to colleagues at all levels of the organization.

Nice To Haves

Associate Degree in Accounting, Finance, Business or a related field is desired.
Two years of work experience in the area of accounts payable, account receivables, budget and general accounting.
Knowledge of Generally Accepted Account Principles (GAAP).
Knowledge of basic payroll rules and UW System procedures.
Evidence of experience working with international partners/vendors

Responsibilities

Budget Management and Analysis Assist the Director/Dean with budget development and attend budget meetings when required. Assist in planning, development, and monitoring of annual budgets for the International Education & Engagement Office (IEE). Provide information for the development of the annual program revenue budgets and narratives for all 128 self-supporting functions based on projected enrollment and expenditures in consultation with the IEE Director and the University Budget Office. Analyze prior fiscal year data for future budget projections. Summarize and present scenarios for decision-making purposes. Assist in the annual review of IEE’s fee structure to determine appropriate levels to continue self-supporting function of the unit. Report financial data for quarterly and fiscal year-end reconciliation activities submitted to UW Extended Learning Oversee chart of accounts and monitor employee salaries to ensure expenditure compliance within budgets. Scrutinize funding changes. Create and maintain balance sheets for budgeted and actual fixed costs. Monitor, provide guidance, and assist with reconciling accounts to ensure expenses are appropriate and documented and that they are consistent with federal and state policies, contractual agreements and to satisfy audits relating to grant funds. Request necessary revenue and expenditure transfers in a timely manner. Serve as the office contact for Perceptive Content system (electronic file storage) to include storing of the most updated versions of budgets, fees and contracts. Review contract, grant, and gift awards and proposals. Evaluate fiscal appropriateness of budget items and assist with reconciliation of expenditures.
Accounts Payables and Receivables, General Ledger and Reconciliation for Extended Learning and International Education according to UW System guidelines Audit, code, determine appropriate payment source, prepare forms and process expenditures along with the applicable supporting documentation for, including but not limited to: invoices, presenter contract payments, purchase orders, deposit down payments, client refunds, memberships, and other charges. Monitor and authorize closure of purchase orders. Request and monitor expense and revenue transfers through respective accounts. Allocate the appropriate funding codes and reconcile daily bank remittance statement dollars. Assign funding codes, complete, and process deposits for revenue and\ expenditure reimbursements. Procure reimbursements from UWL Foundation restricted accounts. Identify and monitor outstanding revenue. Initiate approval for processing of collaborative revenue sharing payments to the Provost and Colleges. Accurately maintain department accounting systems (registration system, database, WISDM, WISER) for accounts payable expenditures. Manage monthly reconciliation of accounts payable and accounts receivable transactions in WISDM for all accounts. Includes multiple funding such as 102, 104, 131, 132, 136, 144, 145, 189 and 233. Maintain procurement card and travel expense records and reconcile with statements, review purchases to ensure sales tax, authorized vendor, purchasing, and travel procedures are followed. Follow up on expected external reimbursements. Audit transactions to ensure that payments are processed in the proper fiscal year in accordance with budgetary intent. Identify, research, audit, and resolve incorrect data in the databases as it relates to all budgeting, chart of accounts, accounts receivable and payable general ledger entry discrepancies. Authorize and audit the financial adjustments of dollars for all department accounts for overhead charges, administrative fees, class code changes, carryover balances, scholarships, grants, etc. between funds. Administration of grant support activities (e.g., grant account reconciliation and monitoring). Audit, maintain, and reconcile monthly procurement card statements.
Manage Unit Payroll Transactions Obtain confidential personnel data to complete and execute Overload and Summer Payment, Employee Action, and Lump Sum Payment forms for instructor payments. Ensure that all required payroll and other personnel action forms are completed and submitted in accordance with Human Resource guidelines and timelines. Complete and monitor Personnel Action forms for department personnel payroll funding. Maintain the Personnel Documents Tracker ensuring timely payment of monthly payroll. Analyze fringe benefits postings to verify correct percentages.
Miscellaneous Responsibilities Utilize Access, Excel, and other data software to develop appropriate systems to maintain and organize all financial records. Recommend improvements to systems as needed. Maintain and retain various department financial records. Maintain the Chart of Accounts and set up/close out funding strings in conjunction with the Director. Liaison with Business Services, Budget Office, Purchasing, Human Resources and other University offices for revenue and expenditures. Resource for software support to the Director and assist department personnel with troubleshooting issues regarding MS Office Suite database, spreadsheets, word processing and other software. Research data on the UW System Financial System website to remain current on policy changes and communicate updates/changes to department personnel. Research and answer day-to-day questions regarding financial transactions for all department staff. Other duties as assigned by supervisor. Serve as liaison for UW System or UWL auditor when in audit cycle. Attend professional development workshops and International Education conferences to grow in knowledge base.
Produce Reports, Generate Queries and Maintain Systems Integrity Reconcile the unit's accounts against the UW System's Financial Accounts Create and update monthly various departmental unit financial spreadsheets for unit administration and distribute as needed. (Short-term program budgets and reconciling) Update financial spreadsheets (budgets) for UWL budget analysts.
Contract Administration Implement and coordinate creation of new international contracts between UWL and foreign partner universities. Creating corresponding contract budgets. Work with Deans/academic departments to ensure contract negotiations are moving forward. Manage active agreements between UWL and current foreign partner institutions. Update contract budgets annually. Maintain IEE contract database. Ensure an update version of the contract is on file. Serve as liaison for contract partners when information is requested.

Benefits

Paid vacation for 12-month positions.
Excellent flexible health insurance with low co-pays and good coverage.
Paid holidays and paid sick days.
After 5 years of employment, you become vested in our retirement system which ensures income post-career.
Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

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