Recreation and Sport Operations: Financial Specialist I

POSITION

The Financial Specialist for Recreation and Sport Operations reports to the Director of Recreation and Sport Operations who reports to the Vice Chancellor of Enrollment Management.  This position provides support to all areas of the department: Fitness and Wellbeing, Competitive Sports, Outdoor Recreation, and Sport Operations. This position functions as the lead in all fiscal responsibilities and administrative operations and works closely with Recreation staff, student employees, Human Resources, Purchasing, and the Business Office.  The Financial Specialist must possess significant, high level, independent and complex decision-making skills, excellent oral and written communication skills, demonstrate outstanding customer service, advanced knowledge of Microsoft Suite applications, strong organizational and time management skills, and the ability to multi-task. An understanding of university policies and procedures is preferred.

• Associate or bachelor’s degree
• 2 years of experience in accounting, finance, office management, or related field.

• Fiscal Operations/Budget 35%           
  • Data entry of all Recreation program daily cash revenues and Fitness Center and McPhee Strength & Performance Center memberships using the WSDOM Accounting Systems Application.
  • Reconcile credit and debit card revenue, audit change funds, and deposit cash and checks from the Recreation Office and the Environmental Adventure Center; reconcile with Fusion reports; prepare and make deposits for appropriate accounts following cash handling procedures.
  • Verify campus cash purchases through Fusion and CBORD; process any refunds.
  • Audit, deposit and reconcile all Intramural entry fee deposits
  • Ensure all revenue is coded appropriately in Fusion for taxable and non-taxable sales.
  • Chargeback, audit, invoice and deposit contracted user fees from Recreation programs, from UWEC departments, vendors, public school clients and non-profit agencies and corporate clients.
  • Work closely with UWEC Internal Auditor to ensure that all new programs, policies and cash handling procedures adhere to UW System controls and guidelines.
  • Audit, prepare expense/revenue requests and reconcile Recreation Foundation Advancement Funds.
  • Verify expenditures and deposits with WISER reports for all accounts.
  • Responsible for all department credit card machines and PCI Compliance.
  • Assist with all program budgets and budget categories including budget development (annual operating budgets and 10-year capital plan), implementation, monitoring, analysis, reports, projections, and initiating transfers as appropriate.
  • Reconcile and review auxiliary budget reports for Director of Recreation and Sport Operations.
  • Initiate inter-department budget transfers for services provided by the different program areas and maintain proper tracking process for department chargebacks.
  • Participate in Recreation Budget Presentations; may require evening hours.
• Purchasing 35%
  • Supervise and perform all purchasing functions (bids, procurement cards, requisitions) and procedures, revenue analysis for all budgets and budget categories.
  • Manage departmental procurement cards. Reconcile and reallocate transactions.
  • Establish departmental purchasing and travel procurement card procedures; train and guide staff relating to purchasing/travel procurement card use.  Pre-audit and prepare purchase/travel logs for UWEC Accounting, adhering to all UW System and Department of Administration Financial Policies.
  • Project, develop, coordinate, research, implement, report and pre-audit all purchases, and procedures associated with permanent property inventory acquisitions of capital equipment.
  • Work directly with outside vendors to order, resolve and reconcile problems with equipment and supply purchases received or services rendered.
  • Serve as a Shop UW+ Requestor. Approve orders and submit purchase orders.
  • Prepare, supervise and perform all travel budget functions and procedures for Recreation students and staff, complying with all UW-System/Department of Administration Financial Policies, travel regulations, reconcile all travel accounts, and initiate budget transfers.  This includes pre-audit and preparation of travel authorizations, travel advances and travel expense reports, as well as any necessary prepayments or budget transfers.
• Administrative Assistant/Payroll/Human Resources 15%
  • Serve as a member of the team; attend staff meetings and assist as needed within the unit.
  • Work closely with Human Resources to oversee the hiring process for 200+ student employees
  • Track onboarding of student employees to ensure all steps are completed prior to start of employment.
  • Monitor HRS to manage timesheets for student staff; approve timesheets every 2 weeks; meet with students who have HRS issues (missed and/or incorrect punches). Process pay raises annually for student employees.
  • Manage the student staff database.
  • Hire, train and supervise the Student Financial Assistant.
  • Web based computer data entry: Prepare all faculty/staff overloads and Personal Action Request Forms for Recreation personnel via BP Logic-E/Form Program.
  • Prepare all necessary paperwork and collaborate with Affirmative Action Office to ensure compliance in all aspects of search and screen committee for Recreation academic staff vacancies.
  • Assist with training and supervision of the Customer Service Representatives and serve as a backup.
  • Interpret state regulations and disseminate information on complex policies for Recreation staff members, club sport representatives and student assistants.
• Club Sports 15%
  • Pre-audit, train, prepare budget reports and perform administrative/fiscal responsibilities for Club Sports Program.     
  • Function as a voting representative on the Club Sports Budget Advisory Board.
  • Audit, advise and prepare all paperwork for Club Sports regarding policies and procedures related to travel and purchases and reimbursements.
  • Train Club Sports Students on Recreation Budgets and offer budget preparation workshops.

THE UNIT

Recreation and Sport Operations provides a variety of programs and services to meet the needs and interests of the University community. Specific programs include Group Exercise, Fitness, Adventure Trips, Archery, Climbing Programs, Open Recreation, Massage Therapy, Intramural Sports, Club Sports, Esports, Special Events, Wellness Education, and Marketing.

All upper campus indoor and outdoor sport recreation facilities are managed by Recreation and Sport Operations. These facilities include McPhee Center/Ade Olson Addition, Hilltop Recreation Center, Crest Fitness Center, Eagle’s View Challenge Ropes Course, Simpson Fields, Towers Field, Bridgman basketball courts, and Bollinger Fields.

UNIVERSITY and EAU CLAIRE COMMUNITY:

UW-Eau Claire, an institution of approximately 9,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs though commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. to learn more about UWEC visit https://www.uwec.edu/about/work-uw-eau-claire.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people lovated 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trials, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE:

Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: https://www.uwec.edu/job-postings/ .You must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Recreation & Sport Operations: Financial Specialist I position (Job ID #21436) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached, and all required fields are completed.  Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Names and contact information for three references

Please direct requests for additional information to: Sheryl Poirier, poiriesj@uwec.edu

To ensure consideration, completed applications must be received by December 8, 2024. However, screening may continue until the position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime.  Visit Campus Security and Fire Report  (https://www.uwec.edu/files/8/annual-security-report.pdf) .  Also visit our Campus Security Authority Policy (https://www.uwec.edu/files/787/CleryCompliancePolicy.pdf).

UW-Eau Claire is an AA/EEO/Veterans/Disability employer.