"Financial Specialist III"

Job Details

Position Title: Financial Specialist III

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Financial Specialist III

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.

Job Duties

• 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.

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 ensure accurate and timely management 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 university departments, monitoring outstanding 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: Maintaining adherence to institutional, state, and federal financial regulations.

Compensation

Minimum starting salary of $50,000, commensurate with 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/PeopleSoft 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, 1/19/2026 are ensured full consideration. Applications submitted after 1/19/2026 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:

• Cover letter (* See below)
• Current Resume

*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.*

Contact Information:

For questions regarding this position or recruitment, please contact:

Search Chair: Angie Stevens
Email: underwooda@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: Abbie Hartung
Email: Hartungab@uwstout.edu