Fiscal Specialist 2 - University Marketing and Communications

Title:
151F-YN - Fiscal Specialist 2

Business Title:
Fiscal Specialist 2 - University Marketing and Communications

Additional Titles:

Location:
WSU PULLMAN CAMPUS

Employee Type:
Classified

Job Family:
Civil Service - OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full vaccination status or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at hrs@wsu.edu or 509-335-4521 if you have questions.

WSU University Marketing and Communications is seeking to hire a Fiscal Specialist to join their amazing team!

Summary of Duties:

The Fiscal Specialist 2 is responsible for day to day fiscal and administrative operations for Marketing and Communications. Activities include purchasing, accounts payable, personnel, payroll, travel, property inventory, record keeping, and contract administration.

In order to be successful, the individual will need to be able and willing to adapt to change, capable of learning new systems and procedures, possess problem-solving and analytical skills, value customer service, and work well with a diverse range of people. The Fiscal Specialist 2 possesses a passion for team building and a strong commitment to creating a diverse, equitable and inclusive environment.

Please note that priority will be given to applications submitted July 17 by 11:59pm.

Benefits to Working at WSU:

WSU provides its employees with a comprehensive and competitive benefits package. This includes health care and dental care options, retirement plans, long-term disability insurance, paid time off, professional development and a host of work/life quality programs. Full-time employees receive a minimum of 8 hours of paid time off each month, 8 hours of sick leave each month, up to 10 holidays a year, plus a personal holiday to take a day to celebrate you! Visit https://hrs.wsu.edu/employee-benefits/ to learn more about the fantastic benefits WSU employees are offered.

JOB DUTIES

40% Finance/Budget Management

• Procurement via all sources including procurement card(s), central travel card(s), interdepartmental, purchase orders, and contracts.
• Full-service support including assisting with bids, placing orders, verifying receipt of items, and/or authorizing payments.
• Reconciling multiple departmental procurement card (PCard) and central travel accounts cards (CTA) in accordance with university policy and procedures; including processing any necessary exceptions or lost receipts.
• Prepare invoices, billing, coordinating with customers for payments, purchasing equipment and supplies, and contract administration.
• Provide support with travel services to all departmental staff and prospective employees, including creating expense reports, motor pool reservations, spend authorizations, and airline reservations.
• Processing employee reimbursements in a timely manner.
• Serving as a departmental reference/resource for staff to assist with proper procedures.
• Keeping up to date on changes to fiscal policies and procedures, including changes to per diem rates/rules.
• Assist with all levels of contract management including initiation, review, monitoring, and payment.
• Monitoring operating budget expenditures for UMC departments, ensuring payments are processed correctly and timely.
• Running reports and providing analysis on fiscal health of department and individual units.
• Developing and distributing periodic budget reports.
• Working with the Area Finance Officer, identify budget amendments, and journal entries needed to correct transactions.
• Independently process month end and year end transactions.
• Assisting Area Finance Officer in coordinating with AVP and Directors on budget requests, and special projects.
• Maintaining logs to be used to assist with budgeting.

40% Personnel Support

• Assisting Area Finance Officer (AFO) with position management.
• This includes:
• Initiating job requisitions to create new positions and backfill existing positions, providing search support, and assisting with all aspects of recruitment and onboarding for the University Marketing and Communications (UMC) team.
• Assisting AFO with personnel changes to existing staff. This includes position description updates, salary changes, and full-time equivalency changes.
• Creating, reviewing, and sending departmental communications on behalf of the Finance and Administrative Support Team and the Office of the VP.
• Processing payroll and ensuring proper and timely payment for all employees.
• Maintaining records in accordance with university policies and procedures.
• Coordinating the annual review process. This includes communicating the timeline, sending templates, collecting review, and submitting review to HRS.
• Process facility requests, including work requests, space assignments, and surplus disposal.
• Inventory control and property management.
• Keeping up to date on changes to administrative policies and procedures.
• Serving as backup to Area Finance and Administrative Officer and Assistant to the VP to maintain continuity of services to VP and staff

15% Administrative Support

• Serving as the departmental point of contact for the WSU Ready program.
• Adhering to WSU Policies & Procedures regarding processing and records retention
• Serving as a departmental reference/resource for staff to assist with proper procedures.
• Serving as departmental representative as needed for committees.
• Provide administrative support to UMC AVP, as needed, including providing status updates on invoices, contracts, personnel, and other day-to-day operations.

5% Other Duties as Assigned

Required Qualifications:

Two years of experience at a level equivalent to Fiscal Specialist 1 AND 15 quarter hours OR 10 semester hours of college level accounting; OR equivalent education/experience.

• Demonstrated experience in accounts payable, accounts receivable, contract processing, inventory management, budget monitoring, and/or grant funding services.
• Demonstrated excellent verbal/written communication and interpersonal skills.
• Demonstrated experience with Microsoft Office including, Excel, Outlook, PowerPoint, and Word.
• Demonstrated ability to work independently and with accuracy.
• Strong organizational and multitasking skills.
• Experience providing exceptional customer-centered service.

Preferred Qualifications:

• Experience using Workday software or other similar enterprise human resource/financial system.
• Experience in a higher education setting.
• Continuous-improvement mindset
• Experience providing consistent, high attention to detail.
• Experience with WSU's Policies and Procedures, including WSU Travel, Procurement, and Contracts.

Additional Information:

Area/College:

University Marketing and Communications

Department Name:

University Marketing and Communications

City, State, Zip:

Pullman, WA. 99164

Department Link:

https://ucomm.wsu.edu/

FTE:

100%

Position Type:

Permanent

Monthly Salary:

Range 43, $3,480.00 - $4,541.00 (Step A through L) | Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28 or applicable Collective Bargaining Agreement.

Screening Begin Date:

This position has been posted as Open until filled. Screening of applicants will begin July 18, 2022. Priority will be given to resumes submitted by this date.

Background Check:

This position has been designated by the department to require a background check.

Application Instructions and Required Documents:

Applicants must attach the following required documents to their online application:

1) Resume

2) Cover letter that addresses the following questions:

• What is your motivation for applying to this position?
• What problems are you most proud of solving?

Applicants are required to include contact information for professional references within the application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements

Hiring Incentive:

To support WSU's ability to attract talent in a competitive job market, this recruitment has been approved for a hiring incentive payment. More information regarding the hiring incentive payment program can be located on the HRS website: Hiring Incentive - Human Resource Services, Washington State University (wsu.edu).

Time Type:
Full time

Position Term:

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.

To apply, visit https://wsu.wd5.myworkdayjobs.com/en-US/WSU_Jobs/job/Pullman-WA/Fiscal-Specialist-2---University-Marketing-and-Communications_R-6329

Washington State University is an Equal Opportunity/Affirmative Action Educator and Employer.





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