"Alerted.org

Req #: 246817

Department: FINANCE PLANNING AND BUDGETING

Job Location Detail: Hybrid Available - 3 days a week in office

Posting Date: 06/11/2025

Closing Info:

Closes On 06/18/2025

Salary: $5,114 per month

Limited Recruitment: **Open to Department employees only**

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state, and around the world. UW employees bring their energy, creative problem-solving skills to their work and are dedicated to building stronger minds and a healthier world. UW is Committed to attracting and retaining a diverse staff, your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, and budgeting functions for the University of Washington, including:

+ Finance & Budget Strategy

+ Institutional Analytics & Data Support

+ Policy, Planning & State Operations

+ University Business ServicesWithin FPB, the Procurement Services – Accounts Payable team has an excellent opportunity for a Program Operations Specialist. This role plays a critical part in ensuring compliance with federal and institutional policies related to payment management, IRS 1099 reporting, due diligence, internal audits, and training.The **Program Operations Specialist** provides administrative and operational support by processing Miscellaneous Payments, verifying and reconciling invoices, monitoring related expenses, and maintaining accurate records for tax reporting. Miscellaneous Payments are one-time payments made through Workday to non-UW individuals, including U.S. Citizens, Resident Aliens, and Nonresident Aliens. This position also prepares reports and documentation required for IRS 1099 reporting, in coordination with the UW Tax Office. The Specialist must possess an institutional-level understanding of UW’s Accounts Payable and Procurement processes to ensure tax reporting is fully compliant with IRS regulations. In addition, the Program Operations Specialist supports tax compliance by assisting with the preparation of tax filings, verifying Taxpayer Identification Numbers (TINs), monitoring regulatory changes, and maintaining internal controls to mitigate audit and financial risk. The role also contributes to internal audits and helps ensure the University remains in compliance with local, state, and federal tax requirements that are subject to frequent change. **DUTIES AND RESPONSIBILITIES** Payment Processing

+ Maintains accounts payable data in Workday, invoice and payable information.

+ Verifies all information including agreed upon terms and pricing structure, and general ledger account is accurate before approving invoice or payment request.

+ Process Miscellaneous Payment Request task by following AP procedures and ensuring all proper documents are in accordance UW policy to approve for payments or determine corrective action need to resolve/update appropriate records.

+ Reviewing and processing non-travel expenses reports to ensure proper cost centers by analyzing invoice/expense reports; recording entries and support documents are correct.

+ Escalate concerns to leadership in campus departments when non-compliance with advance policies has occurred.

+ Perform other duties as assigned to support a continuous flow of work within the Tax Office and AP.1099 Reporting

+ Understand Workday Reports and pull review vendor set up/spend category.

+ Reviewing/Analyzing of 1099 coding for spend categories for correct box or form (i.e. payments currently mapped to 1099-MISC that should be on 1099-NEC) and IRS threshold for reportable items.

+ Analyze Workday data to ensure all necessary tax forms (W-9, etc.) are received and filed accurately.

+ Keep up to date with tax industry changes and knowledge of tax law and regulations to ensure compliance with Federal regulations.

+ Answer campus questions and concerns pertaining to 1099s, including but not limited to reconciling, accessing supplier invoice/MP transaction activity in Workday, and 1099 reported.General Ledger and Budget Reconciliation

+ Reconcile various general ledger accounts to ensure compliance with GASB and State/Federal and University Accounting Regulations.

+ Use the State’s Unclaimed Property policy to manage, reconcile and report all uncashed checks issued by the University to appropriate states.Payments

+ Serve as a subject matter expert for payment methods at UW; collaborate with departments to ensure the best payment methods are being used from a cost and functionality perspective.

+ Monitor and initiate manual wire/ACH payments – Advance funds to bank accounts, payments to State agencies, and to business entities.

+ Using payment method expertise, triage payment issues escalated by university departments by identifying funds and assisting in accounting entries.General

+ Participate in process improvements for Global Service processes, including transition from paper driven work to online processing and analysis with campus partners.

+ Train and cross train staff within Finance, Planning and Budgeting.

+ Other duties as assigned. **MINIMUM REQUIREMENTS**

+ Bachelor's Degree.

+ Two years of relevant experience in financial operations, accounts payable, procurement, or program administration. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS**

+ Demonstrated experience with financial systems and data management tools; experience with Workday or similar ERP systems.

+ Proficiency in Microsoft Office applications, particularly Excel, for tracking, analyzing, and reporting financial data.

+ Ability to interpret and apply complex financial policies, procedures, and regulatory requirements.

+ Attention to detail with a commitment to accuracy in financial transactions and documentation.

+ Excellent interpersonal skills; ability to communicate in a direct, positive manner that engages dialogue and resolves differences.

+ Experience using online tools for daily work and data extraction.

+ Ability to work independently; problem solve, take initiative, set priorities, and work multiple priorities efficiently and effectively.

+ Excellent written and verbal communication skills.

+ Demonstrated experience in working with diverse groups, stakeholders, and teams; collaborative, inclusive, and service-oriented style and the ability to foster a culture of excellence, accountability, and teamwork. **DESIRED QUALIFICATIONS**

+ University experience dealing with Field and Foreign Subcontract Advances.

+ Experience with international banking.

+ Knowledge of Bank of America CashPro, US Bank SinglePoint and Wells Fargo CEO banking platforms.

+ Relevant experience working at the institutional level of a large, complex organization. **Application Process:** The application process 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 access 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.