AST & Procurement Specialist

Job Description

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.

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.

• 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.
• Pro Card management (5%) Monitor and process transactions on Procard account. Utilize Pro Card when other payment options are not available. Reconcile Pro Card purchases using Workday’s Pro Card 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.

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.

• Strong skills in Microsoft Office applications.

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