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University of Washington Fiscal Specialist 2 in Seattle, Washington

Req #: 210610


Posting Date: 08/05/2022

Closing Info: Closes On 09/29/2022

Salary: $3,665.00 to $4,917.00 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (

Environmental and Forest Sciences has an outstanding opportunity for a Fiscal Specialist 2 to join their team. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The School of Environmental and Forest Sciences (SEFS), a unit within the College of the Environment, seeks a Fiscal Specialist 2 to support a vibrant, diverse, and growing academic community of more than 400 undergraduate and 100 graduate students, 40 faculty, and about 200 staff. Established in 1907 as one of the oldest units on the UW campus and one of the original natural resource programs in the country, our vision is to provide world-class, internationally recognized knowledge and leadership for environmental and natural resource issues. SEFS teaching, research and outreach programs focus on sustainability in natural and managed environments that include wilderness and park-like, intensively managed, and urban ecosystems. The School has 6 Centers and 10 Programs, plus 12 self-sustaining cost centers. SEFS aims to provide a safe and equitable environment, to create and maintain a culture of support and inclusion, and to celebrate and use our differences to better our educational, research, and science engagement efforts. Respect for difference and equity is a core value in SEFS. We acknowledge and embrace difference (including race, gender, class, sexuality, religion, age, citizenship status, and ability) as we strive to create learning environments, scholarship, mentoring relationships, and working environments that foster inclusivity and belonging in our community. To do so, we strive to promote equity and inclusion by eliminating individual and institutional discrimination. SEFS has an exciting full-time opportunity for a Payroll Coordinator position ideal for an applicant with a background in payroll who has the desire to grow their knowledge and experience providing payroll support for school and research operations. Under the supervision of the HR Manager, the Fiscal Specialist 2 will provide payroll and human resources support to meet the needs of the school. The successful candidate for this position enjoys contributing to a positive work atmosphere, works independently, has the ability to work in a fast-paced environment with interruptions, simultaneously juggling multiple tasks and a willingness to take on and master new assignments. SEFS is a complex unit with a high volume of work. Providing timely assistance and excellent customer service to all SEFS faculty, staff, postdocs, and students is a high priority. This position frequently interacts with staff members at our three sites off campus, including the UW Botanical Gardens, Pack Forest Center for Sustainable Forestry, Olympic Natural Resource Center as well as other centers and programs on Seattle campus. DUTIES AND RESPONSIBILITIES SEFS Payroll manages the hiring, salary, leave and other needs of about 500 employees. Due to the complex teaching and research enterprises across the school, a significant number of payroll entries are necessary each payroll cycle. This position works independently and in collaboration with the Human Resources Manager, other payroll staff, and department supervisors. Responsibilities include Work with Office Manager and Administrator to enter and manage graduate student appointments in Workday, provide payroll support for international students, and graduate students supported by fellowships Review of costing allocations and salary distribution from PIs and SEFS Grant Manager to ensure availability of funds; support and advise SEFS by troubleshooting payroll issues and reaching out to the HR, Payroll, or ISC to resolve problems Process new-hire documentation and change-of-appointments for employees including faculty, staff and students in Workday; review and complete payroll documentation required to onboard all new employees, including serving as an I-9 Coordinator During each pay period’s review period, review for missed timesheet entries and outstanding time off requests; review employee timesheets, ensuring all payroll rules are followed and accurate; edit employee schedules and timesheet entries as appropriate and requested by supervisors or HR Identify payroll overpayments and underpayments and process corrective actions; work with payroll department to process retro payments, obtain emergency checks, and to calculate and collect overpayments Manage confidential personnel payroll files, maintaining up to date information and storing files in accordance with UW records management policies and confidentiality protections Produce and utilize Workday reports to establish effective auditing and tracking procedures to ensure correct functioning of payroll, compensation and personnel actions Provide written and verbal guidance to supervisors and staff concerning payroll practices; send reminders of time and absence entry requirements, as well as supervisor approvals, each pay period Participate in appropriate SEFS and UW campus-wide payroll meetings and workgroups and relay information to department leadership, supervisors, and employees Assist in creation and maintenance of effective templates, job aids, user manuals, spreadsheets and tracking tools to improve organization and effectiveness of SEFS operations and functions for the department Other duties as assigned MINIMUM REQUIREMENTS 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. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration ADDITIONAL REQUIREMENTS Relevant experience with complex payroll systems or cloud-based software payroll programs. Position requires excellent time management, multi-tasking, detail-orientation and organizational skills along with a positive, helpful attitude to thrive and succeed in a high volume and fast-paced environment. Good working knowledge of Microsoft Excel and Word. Proven attention to detail and ability to complete tasks with a high degree of accuracy. Ability to maintain excellent working relationships with all parties in a research university setting. Capacity to work in a fast-paced environment where urgent and regularly changing deadlines must be met. DESIRED QUALIFICATIONS Three years of experience in fiscal record keeping, administration of departmental financial processes and systems, or equivalent combination of education/experience. Proficient in MS Office tools such as MS Word, Excel, OneDrive, and Teams. Ability to prioritize multiple competing projects and able to meet deadlines. Communicate with supervisors and department leadership professionally as appropriate. 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 “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.