Fiscal Specialist 2

Company: University of Washington
Location: Seattle
Posted on: February 16, 2020

Job Description:

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.

The University of Washington, Department of Pathology is a broad and dynamic department that strives for a consistent level of high achievement in all of its activities. The Department offers full diagnostic services in all areas of Pathology, is a top ranked research organization as measured by research awards from the National Institutes of Health, and offers an array of specialized educational training programs.

UW Medicine Pathology brings together state-of-the-art technology and highly trained, world renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veteran's Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic pathology.

The Department of Pathology has an outstanding opportunity for a full time Fiscal Specialist 2, located at our South Lake Union offices. Under the general direction of the Fiscal Operations Supervisor, this position will perform a variety of moderately complex fiscal administrative support functions for Pathology's fiscal team and may include other departments, such as Surgery and the Dean's office at the School of Medicine. This position involves doing research and analysis to ensure the accuracy of transactions on departmental budgets, and other record keeping systems.

Typical work may include but is not limited to the following:

Procurement/Travel/Reimbursements:
Execute purchasing for supplies, equipment and repairs for departmental units and labs. (Pathology, Surgery, Dean of Medicine) using a myriad of methods, such as Ariba-Catalog/Non-Catalog POs, BPOs, Non-PO invoices; Procard, and PurchasePath. Including but not limited to reviewing orders submitted for accuracy, triaging any potential issues, and communicating with lab, vendors, and end users in timely, efficient, and professional manner, check order status and resolve problems. Responsible for contract management of more than 70 BPO contracts. Including ensuring timely renewal, funding increases when necessary, etc. Review supplier invoices for accuracy and comply with University and department policy; take corrective action to resolve discrepancies Advise labs on tax exemptions available on research equipment orders and repairs. Assist researchers in developing sole source justifications or bid specifications as needed. Exercise independent judgment to make determinations and solve problems as they arise. Assure compliance with multiple agencies and with established UW policies and procedures. Analyze past spending habits by labs and offer improvements which can bring cost savings to labs while maintaining scientific integrity of projects. Working with the labs and in collaboration with fiscal team, review purchases for expiring budgets to assure timely purchasing and receipt of goods or services. Provide guidance to labs regarding best practices surrounding returns & exchanges and obtaining Return Authorization documents. Prepare/process travel, misc. reimbursements and payments for departmental travelers and UW guests. (e.g. eTravel, eReimbursements, Check Requests, Non PO invoice). Determine funding sources and review documents for audit/regulatory compliance (Federal, State & institution). Proactively inform faculty, staff, and students of University policies and procedures before they incur any expenses. Supplier onboarding: includes providing instructions to the supplier regarding the numerous steps involved in the UW supplier registration and Ariba on boarding process.

Reconciliation:
Review and reconcile ProCard, CTA (central travel account) and FedEx account purchases. Acquire source documentation, assure that proper budget numbers and object codes are assigned in the PaymentNet system and enter the information in PurchasePath. Analyze, modify, and maintain electronic files and records consistent with UW and Departmental policies and procedures in Docstar Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control and review/audit of fiscal operations. Using MyFinancial Desktop (MyFD), reconciling transcatiosn with high level of accuracy and detail. Gather supporting documents monitoring for compliance with budget. Prepare any necessary expense transfers, etc. Review open balances to ensure timely submission of invoices and/or all items have been received

Other Duties:
Act as dept. reviewer for spot checking and auditing entire fiscal team reconciliation, including other FS1s, FS2, and student assistants. Audit for accuracy and following dept. SOP, requiring a high level of understanding and attention to detail to ensure process is being conducted appropriately. Make recommendations to Fiscal Operations Supervisor dependent on analysis and institutional knowledge and understanding. Assist in the development and maintenance of department Standard Operating Procedures (SOPs). Fiscal support for other satellite units in Pathology and department faculty as needed. Other duties as assigned.

Minimum Requirements:

• Two years of fiscal record keeping experience, or equivalent education/experience.
  
• Proficiency with Microsoft Office applications, specifically Excel, Word & Outlook.
  
• Demonstrate ability to work in a "high volume" arena with strong organizational skills.
  
• High degree of accuracy and attention to detail.
  
• Demonstrated ability to multi-task, prioritize work and manage a changing workload with frequent interruptions.
  
• Experience with UW online systems, Ariba-eProcurement/eTravel/eReimbursement, Procurement Card (Procard)/PaymentNet, MyFD.
  
  Additional Skill Requirements:
  
• Strong initiative, independent judgment and follow-through.
  
• Demonstrated excellent written, verbal, and interpersonal communication skills.
  
  Desired Requirements:
  
• Experience with PurchasePath requisition system.
  
• Familiarity with DocStar electronic filing system.
  
  Application Process:
  The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
  
  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 , and committed to becoming climate neutral.
  
  To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or .
  
  

Keywords: University of Washington, Seattle , Fiscal Specialist 2, Accounting, Auditing , Seattle, Washington