AST Payment & Procurement Specialist

AST Payment & Procurement Specialist

The College of Arts and Sciences (CAS) Administrative Support Team (AST) Payment and Procurement Services group (Pay/Pro) has an outstanding opportunity for an AST Payment & Procurement Specialist to join their team.

About this Opportunity Reporting to a Program Operations Manager, the AST Payment & Procurement Specialist is responsible for supporting the College of Arts and Sciences with its payment and procurement transactions in a university shared environment. Each Payment & Procurement Specialist is a subject matter expert in all procurement and receivable-related policy and business processes, including travel and expense, invoicing, and purchasing.

The salary information provided below is for a full-time position, 100% FTE opportunity.

Key Responsibilities:

• Accounts Payable transactional work (65%)
• Review and submit travel and expense reimbursements, honorarium payments, invoice payments, and purchase requisitions into Workday Finance.
• Utilize UW Connect ticketing system to include all communication and documentation for each requested transaction.
• Ensure compliance with Federal and State laws and regulations, and University policies and procedures.
• Maintain high compliance standards while also meeting turn-around goals.
• Ascertain the appropriate workflow by exercising independent judgment.
• Ascertain the appropriate spending category to be applied to the transaction(s).
• Accurately input transactions for all payments and purchases into Workday.
• Exercising independent judgment, resolve problems for payments and purchases, including: missing payments, delivery errors, invoice errors, status checks on orders for non-delivery, partial delivery, and return of goods, price increases and discounts.
• Correct any transactions or make needed adjustments on a timely basis.
• ProCard management (5%)
• Monitor and process transactions on Procard account
• Utilize ProCard when other payment options are not available.
• Reconcile ProCard purchases using Workday's ProCard module on a weekly basis.
• Accounts Receivable transactional work (5%)
• Review and submit invoices for Accounts Receivable into Workday Finance, including
• Utilize UW Connect ticketing system to include all communication and documentation for each requested transaction.
• Create invoices and other AR tasks in Workday.
• Ensure compliance with University policies and procedures
• Correct any transactions or make needed adjustments on a timely basis
• Collaboration (25%)
• Work collaboratively across all AST groups, responding to inquiries on a timely basis.
• Actively participate in all appropriate compliance, business process, and customer service training, including Workday training sessions, to maintain and expand current expertise.
• Actively participate in daily staff huddles, weekly and monthly workshops.
• Participate in outreach meetings to CAS departments, providing support by answering questions and demonstrating best practices for processing transactions.
• Facilitate collaboration and build strong working relationships onsite in various CAS departments.
• Collaborate with fellow team members to evaluate current AST processes and policies, develop process improvement ideas and institute changes that continually reinforce our mission and values.
• Maintain positive and productive working relationships with unit administrative staff.
• Communicate clearly and collegially with all AST constituents, including customers, central offices, vendors, and colleagues.
• Additional project duties as needed.

Required Qualifications To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's Degree and two years of work experience in fiscal, accounting, or payroll experience.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Preferred Qualifications

• Strong skills in Microsoft Office applications.

Working Conditions

• Located in the Communications Building on the Seattle campus, the AST workspace is newly renovated with an open office design; location is in a lower level with no natural light.
• Position is hybrid eligible with a maximum of two (2) remote days weekly; Tuesday and Thursday.

About The Team: AST Established in 2011, CAS Administrative Support Team (AST) is a center of expertise assisting over 50 academic, arts, and scholarly units across the College of Arts and Sciences with payment, procurement, human resources, payroll, and foreign national visa transactions. AST also serves as a key touchpoint for all 55 College units as they navigate major institutional changes, such as the 2017 launch of Workday HR/Payroll and the 2023 launch of Workday Finance.

AST team members are highly motivated self-starters who gladly share knowledge and support one another to meet rigorous standards of accuracy, efficiency, and customer service. To do this, team members must continuously update and improve their own technical knowledge, and they must combine that knowledge with an appreciation for the unique needs and cultures of each member unit.

We have established two standard work schedules for our team members. You may choose to work in the office throughout the week, or you may request to work remotely up to two days per week (Tuesdays and/or Thursdays only), joining your colleagues in-person Mondays, Wednesdays, and Fridays. This hybrid option balances the focus and comfort that remote work affords while also thriving on the inspiration and comradery that comes from working together on campus. On a weekly basis, the specialist works from their assigned satellite CAS department(s) to facilitate collaboration and build strong working relationships with supported departments.

Compensation, Benefits and Position Details

Pay Range Minimum:

$55,824.00 annual

Pay Range Maximum:

$75,084.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at View phone number on click.appcast.io or View email address on click.appcast.io.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.