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Financial Specialist 2


Code: 16315 Posted: 02/13/2020

The University of Wisconsin-Parkside invites applications for the position of Financial Specialist Senior.

This is a highly responsible position under the direction of the Director of Facilities Management. The individual in this position is responsible for all departmental funding sources within the Facilities Management department. This individual will help prepare and monitor budgets, process all financial transactions and work directly with all departmental supervisors, as well as personnel from Business Services and Human Resources, on a regular basis. This individual is required to exercise independent judgment and discretion with minimal supervision.


Essential Job Functions

Essential Duties and Responsibilities

30% A. Computerized Maintenance Management System (CMMS – TMA)

  • Review work orders for funding and billing purposes.
  • Create, monitor, and maintain blanket work orders.
  • Monitor and maintain maintenance, chargeable, estimate and internal project work orders.
  • Prepare and reconcile monthly journal entries for blanket, maintenance and chargeable work orders as well as fuel purchases, internal projects and sales orders.
  • Serve with management team to continue the implementation and development of CMMS.
  • Assist in creating written policies and procedures for CMMS.
  • Assist in the training of staff in using CMMS.
  • Assist with the collection of data for CMMS.
  • Inform Director and managers of various work order charges and possible discrepancies and/or issues associated with work orders.

20% B. Purchasing

  • Roster, monitor and reconcile credit cards for department staff and submit to Business Services. Discuss and share all rosters with Director.
  • Reallocate charges on USBank website, create journal entries and enter purchases into CMMS, as needed.
  • Collect and submit DSF project purchases to be reimbursed and forward to Business Services. Monitor reimbursement of the charges.
  • Develop, maintain and control blanket purchase orders within the department
  • Prepare, process and reconcile requisitions with proper funding and billing information.
  • Prepare DSF project requisitions as needed.

20% C. Budget and Fiscal Control

  • Prepare and analyze department financial statements on a routine basis. Meet with Supervisors and the Director to review financial reports, discrepancies, and errors.
  • Investigate financial discrepancies/errors. Correct errors and/or inform the Director and/or Supervisors of the cause. Recommend corrective actions when necessary.
  • Prepare and present comparative information annually, as well as on an as-needed basis.
  • Prepare and present confidential financial reports, as needed.

10% D. Personnel

  • Oversee and assist with the preparation of Position Authorization Request forms as needed.
  • Oversee and assist with the interview process by being the liaison between the department and Human Resources. Work with managing supervisors on interview questions, timeline for interview process, and coordination of interview schedule for job applicants.
  • Oversee and review the completion of employee data forms and other personnel forms for new employees.
  • Coordinate and/or create computer access for new employees.
  • Receive, file and send out copies of the leave balance report to supervisors.
  • Assist supervisors in processing employee evaluations and re-class, fill out appropriate paperwork as requested.

10% E. Fleet Vehicle Management

  • Set-up and maintain gas pump cards for users and vehicles through an automated Hyper-terminal K-800 program.
  • Assist as requested to serve as Campus Representative on System Vehicle Management Working Group.
  • Prepare and process all paperwork associated with the purchase of new vehicles.
  • Prepare and process all paperwork associated with the surplus of old vehicles.
  • Maintain file of active and surplus vehicles.
  • Department liaison for vehicle purchases by other departments on campus.

5%  F. Office Management

  • Attend and participate in staff meetings. Prepare and distribute minutes to required staff.
  • Oversee “radio” management.
  • Create and maintain daily labor sheets. Manage input of labor and equipment.
  • Provide back-up for office supply ordering and data entry.
  • Back-up for answering telephone “trouble calls” and dispatch via radio or written notification to appropriate Facilities Management department as required.

5%  G. Accounts Receivable

  • Process and reconcile deposits for the department.
  • Process and monitor invoices and reports for non-internal campus-related charges.

Essential Knowledge And Abilities

  • Interpersonal skills necessary to interact effectively with the public, coworkers and other University workers. Ability to interact with a diverse and multicultural population.
  • Competence in computer programs in word processing, spreadsheets and miscellaneous programs utilized by the office.
  • Knowledge and ability to learn relevant software.
  • Excellent oral and written communication skills.
  • Ability to learn, recall and apply policies, procedures and regulations.
  • Ability to accurately complete tasks after interruptions.
  • Ability to multi-task and handle stressful situations.
  • Responsible for Money, University funds, or accounts which hold financial information?

        Yes

  • Ergonomic Requirements:

        Visual acuity to read, distinguish or detect small print or numbers on a sheet of paper or on a computer screen.

Qualifications

Education, Experience, Training and/or Certifications

Required

  • 3-5 years of experience in budget analysis, inventory control, data analysis in a CMMS system
  • Experience and competence working with computer software programs (Microsoft Office products)
  • Experience creating spreadsheets
  • Experience with office administration procedures and interacting with the public
  • Excellent written communication skills
Salary and Benefits

Commensurate with qualifications and experience.

 

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/fasl.pdf

Total Compensation Estimator:https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

Application Process

HOW TO APPLY:
Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: Submit application materials

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:

  • Cover Letter
  • Resume
  • Names and Contact information for three References

Review of Applications

Applications received by 11:59 p.m. Thursday February 27th, 2020 are ensured full consideration.

You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee. 

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials.

In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.


Contact

Laura Menarek
(262)595-3204
menarek@uwp.edu
Available Until: 02/28/2020

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