POSITION DESCRIPTION
Page 1
UWM Business & Financial Services/Auxiliary Accounting
B02-1022
Financial Specialist 4
2/14/11
POSITION SUMMARY
Under general supervision, this position is responsible for the Accounts Payable function in the department of Auxiliary
Accounting for the Union, Housing and the Bookstore operating unit. In addition this position processes freight bills,
copyrighted custom printing orders, external requisitions, chargebacks, reviews and audits outstanding credits and
vendor statements for the Bookstore with revenue of approximately $9,000,000.00. This position reports to the
Manager of Accounts Payable. The incumbent, requiring a high level of knowledge and expertise for a broad variety of
funding sources, performs the accounts payable matching function in the audit of invoices of a complex and difficult
nature. The incumbent receives, researches, resolves and responds to payment and problem related questions from
outside vendors as well as from various UWM departments, Accounting, Purchasing, and UW System staff members.
Along with the manager and other accounting and purchasing staff, identifies and analyzes vendor billing problems
affecting the invoice audit process. The incumbent coordinates the Auxiliary and Bookstore Accounts Payable function
with the accountants by providing data, closing out accounts at the end of each fiscal month and making appropriate
original and adjusting entries. In consultation with the manager, helps develop procedures that increase the unit’s
efficiency and service level. Provide high quality customer service to all contacts in a professional manner.
Time %
50%
GOALS AND WORKER ACTIVITIES
A. Matching and analysis of appropriate documents for audit and approval of invoices.
(Invoice connotes invoice, credit memos and other related payment adjustments).
1. Independently analyze each transaction to ensure compliance with UW- Milwaukee, UW
system and state policies, procedures, rules and regulations.
a. Forward invoices not supported by signed and approved purchasing documents to
departments for verification of receipt and approval to pay and completion of
appropriate forms.
2. Analyze to determine if appropriate to remove invoice from the payment process.
a. Document reason for disputing invoice.
b. Notify vendor by the issuance of the “Good Faith Dispute/Improper Invoice” form.
3. Determine if prompt payment legislation requirements have been met, enter
distribution coding, check credit memo file for application of open credits and forward
invoices for payment accordingly.
4. Provide Accountant with all retail tallies and documents for Bookstore
a. X-logs, Visa purchases, Copy center orders and check deposits
5. Prepares all Bookstore departmental deposits for credit/check refunds
6. Process freight bills and keep track of daily freight logs
a. Match and audit invoices to original shipping documents sent from Bookstore and
enter in SFS applying correct distribution coding.
b. Attaining invoices and shipping information off the carriers website
c. Follow up on any freight bills outstanding after 30 days
7. In charge of daily logs that are sent from Bookstore for outstanding invoices
POSITION DESCRIPTION
Page 2
UWM Business & Financial Services/Auxiliary Accounting
B02-1022
Draft - Financial Specialist 4
2/14/11
a. Match up and audit invoices and daily items sent for New Text, Used Text, General
Merchandise and General Books
b. Refer any outstanding items to the Bookstore on a monthly basis
8. Review and audit outstanding credits against vendor accounts
a. Review credit list supplied by Accountant occasionally to verify that the credits in SFS
are set to the current and valid remit address
b. Outstanding credits for more than 6 months in SFS system need to have a letter
submitted to the vendor via fax requesting a check refund (if allowed) and if no
outstanding invoices will close the current credit.
9. Match up and enter all chargebacks for credit memo’s and checks received
a. Enter loss/gain from original chargeback in SFS for audit and accounting purpose
with credit memo entry.
b. Issue letters to vendors via fax that do not issue a check refund or credit memo
within 60 days of chargeback request for returned books or merchandise.
10. Retain records of Bookstore documents for a period of six years
a. Statements, logs, check deposits, X-logs, Copy center orders, Visa purchases, Freight
logs, etc.
35%
10%
B. Data entry of invoices into Shared Financial System (SFS) for voucher processing and
distribution of system generated checks to the vendors. Management of voucher record.
1. Enter required invoice data into the accounting system.
2. Create vouchers in SFS. This requires extensive knowledge of the SFS Voucher Entry
process as well as how to inquire of the Purchasing module for needed information.
3. Verify and correctly apply distribution coding from the appropriate purchase order or
other authorizing form.
4. Back-up for preparing checks for mailing on a daily basis.
5. Manage scanning and linking of the incumbent’s own vouchers on a daily basis using the
Image Now software, verifying that the amount paid on each voucher matches the
amount due on each invoice linked.
6. Consult with appropriate accountant in problem solving.
a. Compile detail to journalize unbilled receipts for monthly account close.
b. Provide accountant with supporting schedules/information as needed.
c. Close transactions and accounts to coincide with the monthly accounting cycle.
d. Research and reconcile all payables remaining open and unpaid on Payables
Journal.
C. Identify vendor billing problems as they impact the audit process.
1. Analyze the type of billing problems that cause delays in the audit process.
POSITION DESCRIPTION
Page 3
UWM Business & Financial Services/Auxiliary Accounting
B02-1022
Draft - Financial Specialist 4
2/14/11
2. With the supervisor, other Accounts Payable staff and campus personnel, analyze
possible solutions that meet the needs of the campus and vendor.
3. Assist supervisor in implementing the solution.
4. Review approximately 50-60 monthly vendor statements and clear any discrepancies
directly with the vendor.
a. Request any past due invoices that are not pending in SFS and follow up with
departments for any appropriate approval or required documentation.
b. Follow up to resolve possible future payment problems and additional interest char
5%
D. Consult with supervisor in developing procedures that improve A/P efficiency and level of
Service provided.
1. Completing special projects as assigned by supervisor.
2. Other duties as assigned
KNOWLEDGE AND SKILLS REQUIRED
1. Knowledge of University, State and Federal accounting and purchasing rules and regulations and contracts.
2. Knowledge of generally accepted accounting and auditing principles.
3. High level of interpersonal communication skills.
4. Knowledge of electronic data processing capabilities and limitations
5. Ability to understand and follow written and oral communication.
6. Ability to speak and write effectively
7. Ability to establish and maintain effective working relationships with co-workers, supervisor, campus
personnel and external vendors.
WORKING CONDITIONS WHILE PERFORMING ESSENTIAL FUNCTIONS
Exposure to low-level noise and chemicals related to operation of equipment such as copier, computers, or laser printers
EQUIPMENT USED TO PERFORM ESSENTIAL FUNCTIONS
Personal computer, printer/copier/fax/scanner, shredder, calculator, imaging equipment
The goals and work activities listed are intended to describe the essential functions of persons assigned to this job. They
are not intended as an exhaustive list of all job duties, responsibilities, and requirements.