Financial Specialist II

Financial Specialist II This full-time position is responsible for billing, monitoring, reconciling and auditing special tuition accounts for Customized Instruction, International Programs, Grant Funded Courses, Educational Pathways and Outreach, High School courses and Special Course Fees. Responsible for billing students and maintaining an effective line of communication with the departments offering the special tuition courses and the students enrolled in the courses. Responsible for providing accounting, record keeping, and analytical services for campus staff. Accounting duties performed by this position ensure that comprehensive, accurate, timely and appropriate fiscal and decision-making information is provided and maintained. This position reports to the Associate Bursar and is focused on processing or auditing transactions. Work is performed under general supervision. Official UW Title (Code): Financial Specialist II 30% Bill, Monitor, Reconcile, and Audit Accounts in the PeopleSoft Student Financials Module. Audit to ensure accuracy and completion of all rate approval paperwork involved with establishing special rates of tuition and fees including special course fees. Bill proper tuition and fees onto student accounts to ensure accurate student billing. Monitor daily billing reports and identify potential issues. Work to resolve any issues. Monitor accounts for payments that can be applied to past terms. Monitor and update accounts for special courses or financial waivers. Determine and ensure proper financial data for revenue, receivables and financial aid. Analyze and reconcile special tuition accounts, grant funds, and international program accounts. Work with the Financial Aid Office to apply waivers to student accounts: graduate assistants, non-resident, academic excellence, etc. Identify through discussions whether updates to waivers are needed. Run query for audit students and apply waivers to senior and regular students auditing classes. Waivers need to be updated annually. Apply waivers to ECCP, Prison Education and Dual High School students and work with Admissions and with Third Party Administrator to apply correct waivers percentages. Apply waivers to Accelerated Students as they are charged undergraduate rates for graduate level courses. Update waivers annually and identify new programs which need to be set-up in PeopleSoft. Review item types used during billing and waiver activities for correct funding strings and terms. If changes are needed, forward to the Business Analyst. 20% Manage the Wisconsin GI Bill Program Update the Wisconsin Web App for the Wisconsin GI Bill Program for reporting. Work closely with the Veteran Certifying Official and Assistant Registrar to maintain accurate veteran benefits on student records. Audit and post Wisconsin WI Bill waivers on student accounts. Perform calculations to determine proper amount of tuition waiver available to each student. Reconcile the Wisconsin GI tuition waived to the tuition approved in the Wisconsin Web App portal each term. 20% Maintain Financial Records for International Programs Post international charges, waivers and account adjustments. Assist with reconciliation of waivers and account adjustments at the beginning and end of each term. 13% Process Student Refunds Within student accounts, apply financial aid credits on one term against past due balances on a different term as allowed by federal regulations. Audit, prepare and track any necessary refunds needed to return overpayments to a student. Process accounts payable refunds as needed. Communicate with students if they need to enroll in the eRefund program or if they have a refund that is not processing 10% Perform Third-Party Contract Billing Billing point of contact with department staff managing High School district agreements. Create organizations for sponsorship accounts and set-up third party accounts. Prepare invoices and refunds. 5% Provide Back-up Assistance Post student payments and answer student payment questions. Assist by providing help with payment entry, billing, and account reconciliation. Provide back-up for office personnel in their absence due to vacation, sick leave, or other reasons of absence. 2% Perform Other Tasks as Necessary Communicate and administer UW System Administrative Policy 805. Maintain written instructions on policies and procedures. Assist in developing office procedures. Perform other duties as assigned by the Associate Bursar. Key Job Responsibilities: Reallocates expenses to appropriate funding strings Drafts communications and advanced reports and maintains organization of varied records to provide administrative support within a specified work unit Audits, monitors, organizes, and updates fiscal records, reports, and affiliated materials Reviews transaction processing internal controls and recommends policies and procedures Answers advanced fiscal questions and provides information based on set materials and standards to various audiences Creates general reporting for transactions Audits or processes advanced transactions and assigns funding codes in accordance with established rules, regulations, and policies Audits or reconciles original purchase documents with payments