Financial Specialist III

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Financial Specialist III

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Financial Specialist III

Job Duties:

Position Summary Statement

Reporting to the Associate Bursar, the Accounts Receivable Specialist supports the financial operations of Student Business Services by managing a variety of accounts receivable functions. This position requires independent judgment, attention to detail, and a thorough understanding of accounting principles to ensure compliance with federal, state, and university regulations. This role serves as the primary campus contact for Centralized Accounts Receivable and monitors key financial systems including Transact and Workday as it relates to Accounts Receivable.

35%
Business Operation: Administer Cash Sales and Customer Payment Processes

• Record and reconcile cash sales in SIS and Transact eMarkets.
• Collaborate with departments to resolve discrepancies in cash sales.
• Post customer payment not processed via lockbox and resolve mismatches to ensure accurate financial reporting.

30% Business Operation: Manage Centralized Accounts Receivable

• Oversee the full lifecycle of customer invoicing, including email and mail distribution, customer edits, monthly statements and dunning letters.
• Point of contact for departmental staff with invoicing role. Disseminate updates of invoicing business processes and reports.
• Coordinate aging report reviews, collections, and write-offs in compliance with university, state, and federal policies.
• Reconcile student accounts receivable with general ledger postings.
• Respond to inquiries from customers and departmental staff.
• Resolve Accounts Receivable support tickets through Ivanti.

20% Business Operation: Perform Banking and Reconciliation Duties

• Create and manage customer deposit entries.
• Reconcile Workday payment clearing and refunding accounts for SIS.
• Maintain accuracy of departmental Change Fund accounts through manual reconciliation and communication with campus departments.

10% Business Operation: Coordinate eMarkets Operations and Support

• Set up and configure new eMarket stores and checkouts.
• Grant operator access, schedule automated reports, and ensure daily sales activity aligns with eMarket files.
• Process eMarket refunds on behalf of departmental staff.
• Facilitate departmental charge assessments and troubleshoot payment processing errors.
• Post customer payment not processed via lockbox and resolve mismatches to ensure accurate financial reporting.

5% Perform other tasks as necessary

• Communicate and administer UW System Administrative Policy 805.
• Maintain documentation of financial procedures and assist in developing office protocols.
• Provide training and oversight for cash handling practices across campus departments.

Physical Demands

While performing the duties of this position, the employee must have the mobility to work in a standard office setting and to use standard office equipment, hearing, and speech to converse in person and over the telephone and vision to read printed materials and a computer screen. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation. Physical ability to sit at a computer terminal for extended periods of time, Moderate amounts of walking, standing, and stair climbing; occasional lifting of supplies up to 10 lbs.

Working Conditions and Environment

Some travel is required for necessary meetings, workshops, conferences, etc.

Position descriptions should be reviewed annually, and new signatures obtained when changes are made to the position description. Please send signed position descriptions to Human Resources.

Key Job Responsibilities:

• Answers complex fiscal questions and provides information based on set materials and standards to various audiences

• Reviews transaction processing internal controls and recommends policies and procedures

• Monitors financial transactions and fund balances and generates and reconciles complex reports and statements in accordance with established rules and regulations

• Serve as a unit liaison to leadership providing financial advice, recommendations, and financial status updates

• Reviews and approves complex transactions and assigns funding codes in accordance with established rules, regulations, and policies

• May train staff on financial processes and best practices

• Reallocates expenses to appropriate funding strings

• Drafts communications and reports and maintains organization of varied records to provide administrative support within a specified work unit

Department:

The Student Business Services (SBS) Department, within the Business & Financial Services unit, provides comprehensive financial services to support students, faculty, and staff. Our mission is to ensureaccurateandtimelymanagement of student accounts and institutional receivables while delivering exceptional customer service.

Core Responsibilities:

• Student Account Management: Billing tuition and fees, processing payments, managing payment plans, and issuing refunds.

• Cashiering Services: Handling in-person and online payments, campus deposits, and related transactions.

• Accounts Receivable: Managing receivables for student accounts and other universitydepartments,monitoringoutstanding balances, sending statements, and coordinating collection efforts in compliance with university policies and state regulations.

• Refunds and Disbursements: Processing student refunds and financial aid disbursements promptly and accurately.

• Compliance and Reporting: Maintainingadherence to institutional, state, and federal financial regulations.

Our goal is to provide transparent, efficient, and student-focused financial services that promote fiscal responsibility and support academic success.

Compensation:

Minimum starting salary of $50,000,commensuratewith qualifications and experience.

Required Qualifications:

• Excellent verbal and written communication skills.
• Excellent judgment including sensitivity to personal and confidential information.
• Excellent interpersonal, communication and customer service skills in working with a diverse community.
• Working knowledge of desktop hardware and standard business software programs (e.g., word processing, spreadsheets, database) and the Internet.
• Can prioritize work.
• Attention to detail, proofreading and editing skills.
• Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Work independently and as part of a team environment and on collaborative efforts.

Preferred Qualifications:

• Familiarity with university financial operations and student account management.
• Understanding of the Federal Family Educational Rights and Privacy Act (FERPA).
• Minimum of two years of experience managing accounts receivable processes.
• At least two years of experience in banking operations, including reconciliations and ACH processing.
• Working knowledge of Student Financials/People Soft Campus Solution.
• Familiarity with Payment Card Industry (PCI) standards and National Automated Clearing House Association (NACHA) guidelines.

How to Apply:

Complete applications received by end of day,1/19/2026are ensured full consideration.Applications submitted after1/19/2026may be reviewed at the discretion of the searchcommitteeor 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:

Cover letter (*See below)

Current 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 orsupervisor,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.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you needassistance,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.

Contact Information:

For questionsregardingthis position or recruitment, please contact:

Search Chair: Angie Stevens

Email: underwooda@uwstout.edu

If you needassistancewith the online application process or if yousubmittedyour application prior touploadingall the requiredapplication materials, please contact:

Search Coordinator: Abbie Hartung

Email: Hartungab@uwstout.edu

Guidelines to ensure consideration:

• Applicants must complete all required fields and attach all required application materials.

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

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.

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.

• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

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 reference check process includes asking the final candidates' professional references questions regarding employee misconduct,sexual violence,andsexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

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

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

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