Accounts Payable & University Contracting Specialist

INTRODUCTION:
 

Accounts Payable & University Contracting Specialist 

The University of Wisconsin-Stout (UW-Stout) is seeking applications for a Financial Specialist II, with the business title of Accounts Payable & University Contracting Specialist. This position works with all phases of the Accounts Payable process and is critical in ensuring accurate and efficient processing of payments to vendors. The position is also responsible for recordkeeping and communication of non-purchasing university contracts.  The Accounts Payable and University Contracting Specialist reports to the Director of Accounting Services and plays an important role in supporting the administrative operations of the university.

Anticipated Start Date: April 1, 2025

Official UW Title (Code) / Job Description:  https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/standard-job-description-library/?jobID=30334

QUALIFICATIONS

Minimum / Required 

• High school diploma or equivalent
• Proficient computer skills, including Microsoft Office Suite 
• Effective time management skills and can handle multiple projects simultaneously within time constraints
• Strong written and verbal communication skills
• Excellent attention to detail 
• Excellent customer service

Highly Desired/Preferred 

• Associate degree in accounting, finance, business, or related degree
• Experience working in Accounts Payable or Accounts Receivable
• Experience with ERP accounting systems
• Experience in contract management

RESPONSIBILITIES 

• Analyze and process information to ensure accurate, timely and efficient payments to vendors.
• Maintain and update vendor information.
• Process invoices for university utility bills, USPS, and standing orders or purchase orders.
• Monitor Accounts Payable workflows and inboxes.
• Process employee tuition reimbursements including notifying employees of documentation requirements, auditing supporting documents and sending reminders to employees.
• Identify and communicate discrepancies and resolutions to vendors and internal parties.
• Process vouchers to replenish student refunds and vouchers for performance contracts.
• Reconcile monthly reports and run monthly stale dated check queries.
• Provide backup assistance to other accounting functions as necessary.
• Maintain a working knowledge of financial statements and reports.
• Assist with audits as necessary.
• Maintain record of university contracts (non-purchasing).
• Process transmittals for contract routing and approval purposes and manage routing process until the agreement is fully executed.
• Disseminate contract information to applicable stakeholders.

DEPARTMENT INFORMATION 

UW-Stout's Business and Financial Service unit's mission is to safeguard and account for the university's assets; respond to the university community, UW-System, legislators, state agencies and other entities, and assist with their fiscal and administrative needs. But we prioritize more than just work; we value achieving a healthy work-life balance, fostering a well-rounded culture, and creating a strong connection to Stout's mission of student success. We're committed to providing our team members with ample opportunities for professional development, supported by a flexible work environment that adapts to your needs. We're seeking individuals who are excited about numbers, love to collaborate, and problem solve. We have a knowledgeable and hard-working team and are looking for someone to grow alongside us.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Sunday, March 3, 2025 are ensured full consideration. Applications submitted after March 3rd  may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials: 

1. Cover letter (* See below)
2. Curriculum vitae or resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application. 

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chairs: Allison Feller or Cheryl Keyes

Emails: fellera1995@uwstout.edu or keyesc1992@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Heather Prissel

Phone: 715-232-5382

Email: prisselh@uwstout.edu

ADDITIONAL INFORMATION 

Minimum starting pay rate of $22 per hour, commensurate with qualifications and experience.  A six-month probationary period is required.  The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer's premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law. 

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.   

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The misconduct reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

INSTITUTIONAL OVERVIEW 

University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree--they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.  

UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority. 

We offer 50+ undergraduate degrees, 20+ graduate degrees and 30+ professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. As the only laptop+ campus among the 13 Universities of Wisconsin, UW-Stout provides laptops and industry-standard software, open education resources and other technology-driven advantages--all included in on-campus undergraduate tuition and fees. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.  

Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin's Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Job Family: Staff