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Summary of Duties: The Fiscal Specialist 2 is responsible for performing a variety of complex and varied financial and/or personnel support functions including analysis, developing, planning, interpreting and review of operational tasks involving an overlap or combination of disciplines. This position can be located at either WSU Mount Vernon NWREC or Puyallup REC with minimal travel requirements while serving as the primary support position for processing a high volume of purchasing and travel transactions for CSANR and Mount Vernon and Puyallup Research and Extension Centers as part of our regional finance team. Assists with personnel support functions and provides fiscal support to the units’ Budget Managers. The position responsibilities include initiation and successful implementation of tasks and deadlines that are detail oriented, punctual, reliable and delivered with excellent customer service. This position will require to have student and financial security access. The successful applicant will be responsible for online purchasing, tracking all purchases to ensure correct delivery and payment, resolve discrepancies if necessary, reconciliation of Purchasing Cards on a monthly basis ensuring all required receipts and documentation are present, assist with reconciliation of budgets and accounts, maintain invoice logs and billing, deposit cash and checks, and assist with other purchasing, travel and personnel processing.

Procurement (40%)

• Coordinate purchasing activities for unit ensuring compliance with University policies and procedures.
  Track all purchases to ensure correct delivery and payment, resolve discrepancies if necessary, update purchasing log.

• Communicate with customers, faculty/staff/students on receipt of purchasing request and respond to purchasing related questions in a timely manner.

• Select most efficient method for purchase; verify purchase is allowable and the availability of funds.

• Obtain expenditure approval and place order as appropriate within 24 hours of receipt.

• Maintain purchase pending files.

• Collect invoices, receipts, list of attendees, and other required forms and match to purchase orders, etc.

• Notify WSU Accounts Payable of completed orders as appropriate, and file purchase documentation in pending files for reconciliation.

• Work with grant and finance team and faculty to resolve purchasing errors and prepare expense transfer request (ETR) as appropriate.

• Reconcile Purchasing Cards on a monthly basis ensuring all required receipts and documentation are present.

• Renew blanket authorizations as appropriate and maintain blanket vendor list.

• Process off-campus vendor invoices for payment as requested.

• Work with department staff/faculty to verify receipts of merchandise/services and to verify appropriate budget coding.

• Maintain department invoice logs to avoid payment duplication.

• Code and process invoice payments with most efficient method (i.e. purchasing card, accounts payable).

• Maintain master vendor list.

• Upon request, track purchases to ensure correct delivery.

• Coordinate department specific software licensing, vehicle licensing, and pesticide licensing applications.

• Maintain purchasing card check-out logs and prepare temporary delegation authorizations as required.

Fiscal Support (20%)

• Provide budget analysis on all state, development, and service center budgets.

• Reconcile budget statements and resolve discrepancies if necessary.

• Prepare and maintain pending and permanent grant and state expenditure files.

• Maintain data warehouse and Workday budget statement group files and reconciliation reports.

• Verify presence of documentation for purchasing and travel expenditures as recorded on monthly budget statements.

• Indicate date of payment on purchasing/travel documentation.

• Verify purchasing encumbrances.

• Follow-up with appropriate office/vendor to reconcile expenditure differences and/or to obtain missing documentation.

• File reconciled purchasing/travel documentation in permanent grant account expenditure file or state account file.

• Maintain and modify record keeping system for budget transactions, allocations and expenditures.

• Notify appropriate individual of any projected or actual over or under expenditures.

• Provide assistance in reconciling grants accounts monthly.

• Assist with preparation and maintenance of pending and permanent grant expenditure files.

• Assist with maintenance of data warehouse budget statement group files and reconciliation reports.

• Renew blanket authorizations as appropriate and maintain blanket vendor list.

• Maintain department invoice logs to avoid payment duplication.

• Process service center billing.

• Prepare reports to justify fiscal requests and/or needs.

• Develop and generate specialized reports using the parameters given for the project.

• Maintain and verify fiscal records for accurate tracking of all department expenditures.

• Advise faculty and staff on allowable expenditures.

• Review overdrafts, revenue, cash advances guarantees and make corrections as needed.

• Expenditure authority on all unit budgets.

• Assist Budget Managers with fiscal projects and perform other clerical duties.

Travel (20%)

• Maintain and process Travel Expenses for all designated units.

• Allocate travel expense to appropriate budgets and categories.

• Reconcile Central Travel Account and approve airfare purchases as needed.

• Advise staff/faculty on allowable expenditures.

• Ensure adherence to sponsor, Federal and WSU policies and procedures regarding purchasing and travel.

• Assist with reconciling fuel charges on a monthly basis ensuring all required receipts are present; verify/assign budget coding using vendor’s on-line
  reporting system.

• Maintain monthly reconciliation report/receipts for relevant expenditures.

• Assist with maintaining travel records and files.

• Prepare reports as requested.

Personnel (15%)

• Prepare and process payroll/personnel/position control documents via the Workday system.

• Serve as backup to process I-9s.

• Maintain personnel, position, and payroll records.

• Review personnel funding requests encumbering grant funding and verify appointment is allowable per the project proposal and expenditure plan (i.e.
  position, availability of funding).

• Maintain payroll computer records and files.

• Submit, reconcile, and/or certify payroll.

• Assist with maintaining Time, Leave and Absence reports for all department employees.

• Process J-1 and H1-B Visa applications approved by the department.

• Communicate application requirements, compile documentation, coordinate international transcript evaluation, and submit application to WSU Global
  Services.

• Track and communicate status of applications as necessary.

• Assist with Workday recruitment processing.

• TEMPS and SCANS backup.

• Provide backup for new employee on-boarding.

Other Duties (5%)

• Provide backup for greeting internal and external constituents and shipping / receiving at the reception window.
  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 ability to communicate effectively, both orally and in writing.

• Demonstrated knowledge and skill proficiency of financial, administrative systems or similar systems.

• Demonstrated ability to interact effectively with persons of varying levels of responsibility and experience.

Preferred Qualifications:

• Excellent working knowledge of Microsoft Office (including Excel, Word), AIS applications, Workday, Budget Planning System and Business Objects.

• Knowledge of WSU Business Policies and Procedures.

• Experience in higher education, local or state agency, or equivalent.

Additional Information:

Monthly Salary:$3,370.00
FTE: 100%
Permanent/Temporary: Permanent
Position Term in months:12
City, State, Zip: Mt. Vernon, WA, 98273 or Puyallup, WA 98371
Department Links: https://cmp-admin-support.cw.wsu.edu/ http://mtvernon.wsu.edu/, https://puyallup.wsu.edu/, https://csanr.wsu.edu/
Background Check: This position has been designated by the department to require a background check

This position has been reposted. Screening of new applicants will begin immediately.

Special Instructions to Applicants:

Applicants must attach the following documents to their online application: 1) resume and 2) cover letter.

Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

Applicants are required to include contact information for professional references within the application

Required Documents: Resume and Cover Letter

Time Type:

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.