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As a member of the Chemistry Purchasing & Accounting team working under the general direction of the Director of Finance, this Fiscal Specialist I will support purchasing, travel, and accounting activities in the Department of Chemistry. This position also serves as backup to the Chemistry Research Storeroom Manager.
TYPICAL DUTIES & RESPONSIBILITIES Purchasing
Prepare, coordinate, process, and review purchase orders for equipment, supplies, services, subscriptions, maintenance contracts, honoraria, entertainment expenses, and travel for the Department of Chemistry.
Use the PurchasePath 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 relevant to purchasing and travel activities.
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).
Exercising 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 accounts.
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 Research Storeroom Manager and supervise operations as needed, to include:
Prepare and place orders for stores, notifying 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; perform light custodial duties if needed.
Serve as back up to Fiscal Specialist II (Purchasing Agent).
Assist other Chemistry Purchasing & Accounting Staff as needed.
Assist with special projects as assigned.
Perform additional related duties as needed.
Three years of fiscal record keeping experience, or an equivalent combination of education and experience.
Working knowledge of Office software (Excel, Word, Access) or equivalent. Experience using and creating Excel spreadsheets, Access queries and reports, and similar for financial analysis and reporting.
Ability to perform tasks with precision and accuracy.
Excellent task management and organizational skills to independently manage multiple work priorities and meet stringent timelines.
Flexibility and willingness to assume new tasks or special projects.
Ability to occasionally lift 40 pounds.
Experience with UW purchasing policies 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 needed.
Knowledge of database operations and data acquisition.
Ability to use light equipment (e.g., hand trucks, pallet jacks, etc.).
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, 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.
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