Financial Specialist

Financial Specialist Iii

Milwaukee, WI

Full Time

JR

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Position Title:

Financial Specialist III

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Financial Specialist III

Job Duties:

Under the direction of the Deputy Athletic Director and in accordance with all NCAA, Conference, State, and Institutional rules and regulations, this position is responsible for performing routine and/or complex duties within accounts payable, accounts receivable, purchasing, purchasing card administration and audits, travel expense reimbursement processing, generation and/or reconciliation of reports, and deposits. This position also advises staff on general program rules and

requirements and enforces compliance of those policies. Individuals are also responsible for allocating expenses to appropriate funding strings, answering complex fiscal questions, overseeing business office student staff, and providing recommendations to leadership around financial transactions. Position has the potential to oversee budget reports and create/submit EADA and NCAA

Financial Reports.

Individual must know, recognize, and comply with the laws, policies, rules and regulations governing the University and its employees, and the rules of the National Collegiate Athletic Association ("NCAA") and the applicable Conference, as now constituted or as they may be amended during the Term of this agreement. Employee shall take all reasonable steps to endeavor to ensure that all other employees for whom Employee is administratively responsible comply with aforesaid policies, rules, and regulations.

Key Job Responsibilities:

- Reviews and approves complex transactions and assigns funding codes in accordance with established rules, regulations, and policies

- May train staff on financial processes and best practices

- Reallocates expenses to appropriate funding strings

- Drafts communications and reports and maintains organization of varied records to provide administrative support within a specified work unit

- Answers complex fiscal questions and provides information based on set materials and standards to various audiences

- Reviews transaction processing internal controls and recommends policies and procedures

- Monitors financial transactions and fund balances and generates and reconciles complex reports and statements in accordance with established rules and regulations

- Serve as a unit liaison to leadership providing financial advice, recommendations, and financial status updates

Major Responsibilities:

*Incorporate the Responsibilities from the Standard Job Description, with individual tasks identified following each responsibility. Additional responsibilities may be added but are expected to be 20% or less of the position's responsibilities.

- Monitors financial transactions and fund balances and generates and reconciles complex reports and statements in accordance with established rules and regulations.

- In support of and direction from the Deputy Athletics Director, ensure financial data integrity by analyzing, reconciling, and auditing all financial data to campus WISDM system and financial statements verifying proper recording of revenues and expenses. Initiate corrective action when discrepancies occur.

- Reconcile and audit p-card statements for department staff. Respond to inquiries related to p-card transactions and authorize coding changes as needed.

- Prepare deposits of receipt on at least a weekly basis and transport deposits to Bursar.

- Gather and analyze pricing quotes and bids; prepare and place purchase orders.

- Coordinate scheduling and payment of officials through RefPay and reconcile balances.

- Track all cell phone inventory and submit new equipment requests with cellular phone service provider.

- Reviews and approves complex transactions and assigns funding codes in accordance with established rules, regulations, and policies.

- Manages all aspects of transactions related to invoices, purchasing, non-salary cash transfers, upload journals, employee travel expense reports, procurement card expenditure reports, direct billing, direct retros, funding data forms, requisitions, event registrations, and other financial documents and accompanying supporting documentation for the department.

- Creates, submits, and ensures accurate reporting of the EADA and NCAA Financial Reports, both of which are provided to the public and audited annually.

- Creates and provides monthly foundation reports to sport administrators and communicates any necessary financial analysis to be discussed with direct coach reports.

- Assist in managing the administrative reporting responsibilities for non-monetary trade received by the Athletics Department.

- Manage team and administrative travel, including training coaches and staff on the use of Concur and Shorts Travel, ensuring their travel needs are met and within University, Conference and NCAA policies and guidelines.

- Reallocates expenses to appropriate funding strings.

- Drafts communications and reports and maintains organization of varied records to provide administrative support within a specified work unit.

- Provide general administrative support which includes but is not limited to, maintaining appropriate inventory of office and administrative supplies, coordinating office machine contracts, maintenance service and supplies; preparing documentation and disposing of surplus property according to UWM guidelines; and coordinating and processing incoming and outgoing mail and parcel services.

- Serve as a primary source and support for department staff on financial-related questions.

- Proactively communicate travel, purchasing, and financial policy updates to the department staff.

- Answers complex fiscal questions and provides information based on set materials and standards to various audiences.

- Manage all aspects of team/administrative equipment and apparel, including ordering, purchasing, and receiving of equipment and apparel, managing promotional equipment and apparel allotments, ensuring contractual obligations of our sports brand partner are being fulfilled, in addition to serving as the department point of contact for all contracted equipment and apparel vendors (currently Adidas, Game One, Burghardt's and BSN)

- Maintain record retention and disposal in accordance with UWM and UW-System policies.

- Manage the administrative process for reviewing and approving competition schedules in conjunction with the Deputy Athletic Director, including reviewing and executing game contracts on behalf of the Athletic Director, ensuring compliance with NCAA and UW-System policies, maintaining adequate record keeping of all executed game contracts, and other communications.

- Reviews transaction processing internal controls and recommends policies and procedures.

- Provide general administrative support which includes but is not limited to, maintaining appropriate inventory of office and administrative supplies, coordinating office machine contracts, maintenance service and supplies; preparing documentation and disposing of surplus property according to UWM guidelines; and coordinating and processing incoming and outgoing mail and parcel services.

- Provides financial status updates to all individual unit managers and provides guidance and recommendations to those staff to remain within their operating budgets.

- Manages the annual budget planning and quarterly review process for unit budget managers and provides financial status updates to the Deputy Athletic Director.

- Serve as a unit liaison to leadership providing financial advice, recommendations, and financial status updates.

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Maintain regular contact with Division and Central staff to ensure Athletics receives current information on financial and other business-related issues.

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Serve as liaison to UWM departments for internal campus services such as Telecommunications, Print/Copy Services, Physical Plant, Information Technology, Parking & Transit, Fleet Services, Risk Management, Public Records, and Mail Services.

- Serve as liaison to outside vendors to ensure the highest level of customer service is provided in requesting services and goods.

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Serve as liaison to UWM departments for internal campus services.

May train staff on financial processes and best practices.

- Manage the employee onboarding/offboarding process in conjunction with the Deputy Athletic Director, employee supervisors, and the department employee relations committee.

- Perform other duties and responsibilities, including but not limited to, special projects, data collection, assessments, assisting in other facility operational areas as needed and/or requested by the Athletic Director or Deputy Athletic Director.

- Oversees 3-4 student staff annually and provides instruction of work (trains them) and manages their schedule and workload.

Minimum Qualifications

- Bachelor's degree, or combination of education and relevant work experience.

- At least one (1) year of experience working in an office environment and processing financial transactions.

Preferred Qualifications

- Master's Degree

- At least two (2) years of experience processing financial transactions.

- Experience working in a human resources environment

- Experience working in a collegiate athletics administrative role

- Demonstrated experience with reviewing, implementing and/or enforcing policies & procedures

- Customer Service Experience

- Experience reviewing and analyzing financial statements in an athletic financial setting

Physical Requirements:

- Work in an office environment

- Position may require occasional nights and weekends

Salary Range:

Commensurate with experience

Deadline:

September 2nd at 11:59 pm (CT)

How to Apply:

Interested applicants are required to apply online and submit a resume and a cover letter that addresses how their experience meets the qualifications of the position.

PLEASE NOTE: resumes and cover letters will need to be uploaded to the same area in the application.

In instances where the Search and Screen is unable to ascertain from the candidates' application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.

Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified. UWM is required to conduct Post-Offer Pre-Employment screenings on all selected candidates for Early Childhood Education Teacher related positions. Employment is contingent on successfully passing the screening.

Contact Information:

Suha Omari

mailto:

Reasonable Accommodations

Pursuant to , UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact mailto: or . This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin's Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see , or call UWM's Dean of Students Office, Student Union 345 at for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

To apply, visit .