The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The UW is a charter member of the Astrophysical Research Consortium (ARC), a 501.c.3 not-for-profit corporation with its corporate office at the UW. ARC owns and operates the Apache Point Observatory (APO) in Sunspot, New Mexico. The APO includes a 3.5meter optical telescope and the 2.5 meter Sloan Foundation optical telescope, which has begun its forth phase of operations.The ARC corporate office and SDSS-IV/V Central Project Office (CPO) manages the design, construction and operations of the SDSS telescope, including the construction of new instruments required for SDSS-V.The CPO currently has an outstanding opportunity for a Fiscal Specialist 1. This individual will assist Astrophysical Research Consortium (ARC) Business Manager and a Fiscal Specialist 2 with fiscal matters associated with the 3.5m, SDSS-IV and SDSS-V programs.Primary responsibilities:Provide fiscal support in areas such as budget maintenance, purchasing, travel, expenditure control and other types of fiscal operations. Support Astrophysical Research Consortium (ARC) Business Manager and Fiscal Specialist 2 with fiscal matters associated with the ARC 3.5m Telescope Program, Sloan Digital Sky Survey (SDSS) IV and SDSS-V Program. Specific duties include: project cost record keeping, assist with purchase order preparation, invoice payment processing and monthly checking account reconciliation.Under general supervision, perform one or more fiscal administrative support functions such as establishing and maintaining a comprehensive system for recording fiscal activity; coordinating purchasing functions and expenditure control; coordinating payroll/personnel record keeping functions; or maintaining revenue account records. Incumbents use established procedures in recording, summarizing and reporting fiscal activity.Maintain and modify fiscal record keeping systems, databases, and spreadsheets; review fiscal records; identify trends; assist in formulating corrective action; Maintain a record keeping system for recording budget transactions; review budget reports, verify accuracy and take corrective action if necessary; reconcile budget status reports and prepare expenditure projections; notify appropriate individual of any projected or actual over- or under-expenditures; Maintain purchasing records and resolve problems; review, approve and allocate purchase to proper budget and category; ensure compliance with departmental, institutional and/or granting agency policies, rules and regulations; Maintain personnel and payroll records; calculate salary and benefits costs; initiate, record and ensure the accuracy of personnel and payroll action documents; control petty cash records; Maintain and process travel expense records; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets; Prepare, compile and provide fiscal reports such as year-end reports, budgetary reports, and auditing reports; Assist higher level fiscal officers with accounting/reporting summary information, analysis of financial reports and development of procedures; assist with the development of budgets for grant or program requests; may consult with funding agencies to resolve problems and interpret guidelines; Perform related duties as required.Main Responsibilities:
Assist in preparing monthly and quarterly payments to various member institutions and vendors using QuickBooks after analyzing invoices received.
Assist in preparing ARC Corporate Purchase Orders for various vendors.
Assist in preparing invoices to member institutions (quarterly and/or annually).
Assist in preparing support agreements and associated amendments.
Assist in maintaining ARC's financial files.Minimum Requirements:
Three years of fiscal record keeping experience, or equivalent education/experience.
Demonstrated proficiency with Microsoft Excel and Word.
High degree of accuracy and attention to detail (ability to post payments and prepare required documents accurately).
Outstanding organization skills.
Familiarity with QuickBooks.
Strong initiative and follow-through.
Ability to manage multiple and rapidly changing priorities. Desired: Effective time management skills. Ability to work well independently and as part of a team. Excellent written/verbal communication skills. Associate or Bachelor's Degree in accounting or related field. 6 months – 2 years of bookkeeping experience. Must be trustworthy and able to maintain confidentiality. Maintains a positive and professional demeanor. Treats co-workers and supervisors in a respectful manner. Conditions of Employment: This is a 1.0 FTE position.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
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.