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.

• 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.

• Located in the Communications…