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FISCAL SPECIALIST 1, CHEMISTRY: FINANCE

Company: University of Washington
Location: Seattle
Posted on: February 15, 2018

Job Description:

University of Washington

Location Seattle, Washington, United States
Salary Not specified
Job type Employee
Category Administrative / Office,Health Care,Labor / Maintenance,Management / Executive
Job status N/A
Posted on Feb 12, 2018
Job code ******

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FISCAL SPECIALIST 1, Chemistry: Finance Req #: ****** Department: CHEMISTRY Job Location: Seattle Campus Posting Date: 02/09/2018 Closing Info: Closes On 02/23/2018 Salary: $2,999 - 3,995 Union Position: Yes This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information Shift: First Shift Notes: b> As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here. 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.

Our Department of Chemistry has an outstanding opportunity for a Fiscal Specialist 1.

Basic Function

Under the general direction of the Director of Finance, provide administrative support in the area of purchasing, travel, and general accounting in the Purchasing & Accounting group in the Department of Chemistry. Serve as backup to Chemistry Research Storeroom Manager.

Typical Duties and Responsibilities

Purchasing

- Prepare, coordinate, process, and review purchase orders for equipment, supplies, services, books, subscriptions, maintenance contracts, honoraria, entertainment expenses, and travel for the Department of Chemistry.

- Use the Purchase Path system to manage orders from Chemistry personnel.

- Check budgets for availability of funds and user authorizations; review requests to determine if the items to be purchased are allowable on a grant or contract budget.

- Advise faculty, staff, students, and other research or visiting personnel regarding applicable Department, University, State, or Federal policies and procedures as they relate to purchasing and travel policies and procedures.

- Place orders via ARIBA, the UW eProcurement system, a UW Procurement Card (ProCard), and/or directly with outside vendors for supplies and materials, as appropriate.

- Work with faculty and staff to assure documentation in support of purchase orders is provided to the UW Purchasing Office (e.g., quotations, sole source justifications, requests for M & E tax exemptions).

- Exercise independent judgment, resolve problems and adjustments for purchase orders including price increases and discounts, delivery and invoice errors, status checks on orders for non-delivery, and partial delivery. Complete Returned Goods Memoranda as needed.

- Reconcile monthly Corporate Travel Account (CTA) and Procurement Card account.

- Maintain accounting records, check monthly statement for accuracy, prepare reimbursement forms and reconciliation reports.

- Review eTravel Requests for accuracy and assure that all travel expenses are allowable, properly documented, and in compliance with applicable institution, government, and funding agency policies. Ensure that all required documentation is secured.

- Serve as an informational resource and liaison between the Department, the UW Purchasing Department, and outside vendors.

Chemistry Research Storeroom

Serve as backup to the Chemistry Research Storeroom Manager, supervising stores operations as needed. Duties in this capacity include:

- Prepare and place orders for stores, and notify end users when orders are received.

- Shipping preparation: preparing outgoing shipping documents include packing and preparing documents required for hazardous materials shipments, appropriate packaging and shipping of hazardous materials.

- Equipment inventory management: assigning UW asset tag numbers to incoming equipment items and entering these items in the OASIS inventory system.

- Supervise hourly student help.

- Monitor storeroom and maintain a clean, orderly, safe environment, including light custodial duties as needed.

General Accounting

- Serve as back up to Fiscal Specialist II (Purchasing Agent).

- Assist other Chemistry Purchasing & Accounting Staff as needed.

- Complete special projects as assigned.

- Perform additional related duties as needed.

Minimum Qualifications

- Three years of fiscal record keeping experience, or equivalent combination of education and experience.
Additional Skill Requirements :

- Working knowledge of Excel, Word, and Access database or equivalent.

- Ability to occasionally lift/move 40 pounds.

- Excellent time-management and organizational skills.

- Ability to perform tasks with precision and accuracy.

- Ability to independently manage multiple work priorities and meet stringent timelines.

Desired Qualities

- Experience with UW Purchasing policy and procedures (e.g., PurchasePath, eProcurement, ProCard, ARIBA, eTravel)

- Experience with UW Accounting policy and procedures.

- Experience with the OASIS equipment inventory system.

- Experience ordering chemicals and supplies for scientific research.

- Ability to obtain and maintain certification for shipping hazardous materials, with recertification as required.

- Knowledge of database operations and data acquisition.

- Ability to use light equipment (e.g., hand trucks, pallet jacks, etc.).

Conditions of Employment:

Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check

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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at ************ / ************ (tty) or **********. Apply for this job

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Keywords: University of Washington, Seattle, FISCAL SPECIALIST 1, CHEMISTRY: FINANCE, Accounting, Auditing, Seattle, Washington

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