Fiscal Specialist

Fiscal Specialist

Williamsburg, Virginia, United States

Business Affairs - Supply Chain Services

William & Mary

Job Posting Title: Fiscal Specialist

Department: CC00447 WM001 | WMUO | Business Affairs

Job Family: Staff - Fiscal Administration

Worker Sub-Type: Regular (benefited)

Job Requisition Primary Location: Facilities Management Admn

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary: The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, Business Affairs maintains a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers. Position Summary: As part of Supply Chain Services, an integral function of William & Mary Business Services, the Fiscal Specialist serves as the principal financial operations resource for Facilities Operations, William & Mary's largest operating department, with approximately 200–300 employees and a correspondingly high volume of transactions. The position independently manages complex accounts payable and fiscal activities, including campus-wide utility accounts, contract services, and other high-dollar and high-visibility vendor relationships. The position serves as a key fiscal resource for departments across the university, providing guidance and resolving issues related to vendor accounts, invoice routing, cost allocation, and other financial matters that require specialized knowledge of Facilities Operations and its business processes. The position also works directly with vendors and campus departments to resolve discrepancies and facilitate timely and accurate processing across organizational boundaries. In addition to core accounts payable duties, the Fiscal Specialist independently administers the FAMIS work order and asset management system, including work order financials, cost recovery, and system administration. The position also performs month-end financial reconciliations, cost allocations, account clearing, and financial adjustments; administers the department's fuel and Voyager Card programs; and provides timekeeping administration.

Required Qualifications:

• Bachelor's degree from an accredited institution or an equivalent combination of training, education, and/or experience.
• Experience in fiscal administration, accounts payable, procurement, or related financial, administrative, and customer service operations, preferably supporting a large or complex organizational unit.
• Working knowledge of general office practices, administrative procedures, and customer service principles.
• Demonstrated analytical and problem-solving skills, with the ability to independently research and resolve financial and account discrepancies and see issues through to completion.
• Strong organizational and time-management skills, with the ability to manage a high-volume transactional workload, prioritize competing demands, and meet recurring deadlines (weekly, monthly, and pay-period cycles) while maintaining accuracy and attention to detail in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, courteously, and responsively with vendors, departmental staff, leadership, and campus partners.
• Proficiency using Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn new software applications and business systems.

Preferred Qualifications:

• Experience providing fiscal, accounting, or financial systems support within a Commonwealth of Virginia state agency, particularly a Virginia public institution of higher education.
• Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP)
• Experience with BuyW&M (Jaggaer), Workday (Finance), Qlik, or similar procurement, financial or enterprise resource planning (ERP) systems.
• Experience administering or serving as a super-user of FAMIS or a comparable computerized maintenance/work-order management system.
• Experience providing financial support within a cross-functional Facilities Management or multi-unit environment.
• Experience managing complex utility accounts.
• Experience supporting timekeeping or payroll-adjacent processes.
• Advanced Microsoft Excel skills or similar data-analysis tools.

Conditions of Employment:

Duties:

Duties reflect the position's expanded scope as the primary fiscal, systems-administration, and campus-vendor-relationship point of contact for Facilities Management.

45% - Accounts Payable, Procurement & Financial Operations

• Manage and process a high volume of accounts payable and procurement transactions, including invoice review, verification of accounting accuracy, matching invoices to purchase orders (POs), purchase order receipts, pending invoice resolution, and PO closing. Monitor purchase orders, invoices, and vendor payments to ensure timely processing, follow-up, and resolution of outstanding items.
• Serve as the primary fiscal resource for complex and high-value vendor accounts, including utilities, waste/recycling, temp staffing, custodial, uniform, and fuel services.
• Resolve vendor billing issues, discrepancies, payment inquiries, and other account-related matters through direct coordination with vendors and campus departments.
• Monitor and reconcile vendor accounts and clearing accounts and make financial adjustments as needed. Process financial transactions, cost transfers, account adjustments, and other entries; reconcile accounts and investigate and resolve discrepancies.
• Provide campus-wide assistance with invoice routing, account coding, and collaboratively resolving vendor-related issues.
• Perform accounts receivable reconciliation; prepare and send invoices to departments without a WM001 driver; prepare deposit transmittal documentation and make deposits.

15% - FAMIS System Administration & Work Order Financial Support

• Serve as the FAMIS system administrator, supporting user access, timesheet approver assignments, worktag setup, pay-period and timesheet configurations, credit account setup, and other system administration functions.
• Assist with resolving FAMIS error notifications such as Jaggaer-to-FAMIS integration issues.
• Review and provide work order charge details to stakeholders per request. Assist with work order charge disputes.
• Post manual charges (event rental, SPCC, POV, and similar) to appropriate work orders and accounts. Make work order charge corrections and adjustments as instructed.
• Prepare third-party work order billing and reconcile work order accounts receivables.
• Perform cross-system cost imports and journal extracts.
• Prepare and distribute Work Order Weekly Reports.

15% - Timekeeping Administration and Support

• Administer Facilities Management timekeeping activities, including review, correction, and approval of FAMIS time entries and pay-period processing.
• Prepare pay-period pre-check and pay-period closing reports; review FAMIS time entries for accuracy and completeness.
• Manage FM Timekeeping and Temp Time inboxes; coordinate with employees, supervisors, temporary staffing agencies, and campus partners to resolve issues and discrepancies.

10% - Utilities & Cost Allocation

• Administer financial activities related to campus utility accounts (over 270 accounts combined) and coordinate with utility providers and Facilities to resolve billing and account issues.
• Maintain utility cost and usage data and perform monthly campus-wide cost allocations for natural gas, water/sewer, electricity, and fuel.
• Reconcile and process monthly clearing transactions.
• Prepare and submit recurring, standard, and ad hoc accounting journals and financial adjustments and maintain supporting documentation.

10% - Business Office Services Support

• Provide campus-wide administrative support for the OPW Fuel Management System, including vehicle and driver setup and updates and fuel pump access guidance.
• Administer Facilities Operations' Voyager Fuel Card Program, including physical card maintenance and semi-monthly reconciliation.
• Process physical mail and manage the FacMgmt inbox.
• Provide responsive and professional internal customer service and serve as a resource for financial, procurement, and related business processes for Facilities Operations.

5% — Other Duties as Assigned

• Support special projects and ad hoc assignments and provide data and information as requested by leadership.
• Assist with onboarding and training of new employees as needed.
• Identify opportunities to improve financial systems, processes, documentation, and operational efficiency.

Hiring Range: up to $52,000 commensurate with experience.

Additional Job Description:

Conditions of Employment

• This is a non-exempt position, eligible to receive overtime in accordance with