University of Wisconsin-Madison
Financial Specialist II
University of Wisconsin-Madison, Menomonie, Wisconsin, United States, 54751
Financial Specialist II
This position reports to the Associate Bursar and is focused on processing and auditing transactions. This position keeps current on state and federal regulations pertaining to each area of duty; computes Federal Return of Title IV aid withdrawals, bill and collect financial aid repayments; maintains proper MN Reciprocity records and prepares and submits semester-end reports; supports and manages records and coordinates procedures to support the PeopleSoft Student Financials Module; assists in hiring and training of student workers for the Student Business Services Office. Work is performed under general supervision. Essential Job Functions and Responsibilities 30% Assist in the Management of the State and Federal GI Bill Programs Keeps current on state and federal regulations pertaining to all state and federal military tuition benefits programs. Performs calculations necessary for billing of state and federal aid programs. Assists in processing and reporting for all veteran tuition assistance programs. Works closely with Veterans Certifying Official and Assistant Registrar to maintain student records. Receives incoming wire transfers and applies to student accounts. Reconciles student accounts to ensure proper calculations are made to request benefit payments from military services. Back-up for processing Wisconsin GI tuition and segregated fee waivers and supplemental payments to student accounts and updating the Web Application. Maintains Chapter 33 benefits spreadsheet for reconciliation to third payment contracts. Provides the Veteran Certifying Official with reports. Reconcile Chapter 33 benefit related school and student debts and coordinate with the Veteran Certifying Official for regulatory handling. Process accounts payable refunds for school Chapter 33 debts. 25% Manage Withdrawal Process Keeps current on all state and federal regulations regarding return of financial aid when a student withdraws. Explains withdrawal procedures and ramifications to withdrawn students. Computes Return of Title IV financial aid withdrawals to determine amount of earned financial aid and any amounts that need to be returned to aid programs per federal guidelines. Notifies the Financial Aid Office of unearned aid to be backed off student accounts. Notify students of amounts due to the University from reduction of financial aid. Assists internal and external auditors in the auditing of student withdrawal calculations and record keeping. Calculate the 60% date for the return of financial aid funds for the campus. 15% Support Student Accounts Receivable Records Answers questions from staff members, students, parents and other University employees concerning student accounts by phone, email and in person in accordance with FERPA regulations. Serves as back-up to daily student billing process, including Wisconsin GI waivers. Maintains and stores files and reports for specified retention time. Adjusts student accounts based on information provided by other departments; making sure appropriate fee schedules are followed. Reconciles adjustments made to documentation provided, insuring the accuracy of the student accounts receivable system, which includes schedules that include tuition, segregated fees, textbook fees, and eStout fees. Analyzes, reviews, approves, and processes refunds from student accounts. Back-up for batch posting of charges and financial aid transactions. Archives tuition schedules, waivers, special course fees, and calendars. Process and monitor stale dated refund checks. Reconcile AR accounts daily. Post finance charges monthly. Post late fee charges. Send text messages to student (due date reminders, special situations required to notify/contact students) Pre-audit, process, balance and file miscellaneous campus fees through manual SIS file upload Apply adjustments to student accounts and image documentation 10% Process Specialty Payments Analyzes, calculates, and processes military payments to student accounts. Processes all collection agency and sponsorship tuition payments. Reconciles all payments with student accounts involved to ensure accuracy. 7% Assist with Student Employee Management Responsible for hiring and training student employees. Prepares request forms and work authorizations. Completes a student schedule for the office to maximize workflow of the office. Monitors payroll budget allocations. Conducts evaluations of student employees and recommend salary increases. Responsible for approving student employee timesheets. Supervise student employees; verify payment information while making sure policies and procedures are followed. 3% Management of ImageNow Processing Responsible for managing the ImageNow processing for the department. Responsible for training of all staff and students in the department. Coordinates, upgrades, and problem solves with ImageNow administrator. 3% Assist Student Payment Cashier Receive student payments, answer student payment questions during the absence of student payment cashier, or during peak times. Balance student's cashiering session. 5% Coordinate Reciprocity Assist and collaborate with Admissions Office regarding MN reciprocity. Analyze and monitor student accounts for reporting accuracy. Prepare end of term FTP reports and submit to MN and WI Department of Higher Education. 2% Other Tasks as Necessary Residency Appeal Committee Member Order office supplies and monitor Print Program monthly charges for office multi-function device. Update academic year tuition schedules and refund schedule. Update and distribute the campus academic billing calendar. Update and distribute the Financial Aid disbursement date schedule. Send email communications to students: billing notices, eRefunds, 1098-T notifications and missing or invalid national identification numbers Communicate and administer UW System Administrative policy 805. Maintain written instructions on policies and procedures. Assist Bursar in developing office procedures. Perform other duties as assigned by the Bursar. 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 may be required for necessary meetings, workshops, conferences, etc. Key Job Responsibilities:
Answers advanced fiscal questions and provides information based on set materials and standards to various audiences Creates general reporting for transactions Audits or processes advanced transactions and assigns funding codes in accordance with established rules, regulations, and policies Audits or reconciles original purchase documents with payments Reallocates expenses to appropriate funding strings Drafts communications and advanced reports and maintains organization of varied records to provide administrative support within a specified work unit Audits, monitors, organizes, and updates fiscal records, reports, and affiliated materials Reviews transaction processing internal controls and recommends policies and procedures 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 Disbur
This position reports to the Associate Bursar and is focused on processing and auditing transactions. This position keeps current on state and federal regulations pertaining to each area of duty; computes Federal Return of Title IV aid withdrawals, bill and collect financial aid repayments; maintains proper MN Reciprocity records and prepares and submits semester-end reports; supports and manages records and coordinates procedures to support the PeopleSoft Student Financials Module; assists in hiring and training of student workers for the Student Business Services Office. Work is performed under general supervision. Essential Job Functions and Responsibilities 30% Assist in the Management of the State and Federal GI Bill Programs Keeps current on state and federal regulations pertaining to all state and federal military tuition benefits programs. Performs calculations necessary for billing of state and federal aid programs. Assists in processing and reporting for all veteran tuition assistance programs. Works closely with Veterans Certifying Official and Assistant Registrar to maintain student records. Receives incoming wire transfers and applies to student accounts. Reconciles student accounts to ensure proper calculations are made to request benefit payments from military services. Back-up for processing Wisconsin GI tuition and segregated fee waivers and supplemental payments to student accounts and updating the Web Application. Maintains Chapter 33 benefits spreadsheet for reconciliation to third payment contracts. Provides the Veteran Certifying Official with reports. Reconcile Chapter 33 benefit related school and student debts and coordinate with the Veteran Certifying Official for regulatory handling. Process accounts payable refunds for school Chapter 33 debts. 25% Manage Withdrawal Process Keeps current on all state and federal regulations regarding return of financial aid when a student withdraws. Explains withdrawal procedures and ramifications to withdrawn students. Computes Return of Title IV financial aid withdrawals to determine amount of earned financial aid and any amounts that need to be returned to aid programs per federal guidelines. Notifies the Financial Aid Office of unearned aid to be backed off student accounts. Notify students of amounts due to the University from reduction of financial aid. Assists internal and external auditors in the auditing of student withdrawal calculations and record keeping. Calculate the 60% date for the return of financial aid funds for the campus. 15% Support Student Accounts Receivable Records Answers questions from staff members, students, parents and other University employees concerning student accounts by phone, email and in person in accordance with FERPA regulations. Serves as back-up to daily student billing process, including Wisconsin GI waivers. Maintains and stores files and reports for specified retention time. Adjusts student accounts based on information provided by other departments; making sure appropriate fee schedules are followed. Reconciles adjustments made to documentation provided, insuring the accuracy of the student accounts receivable system, which includes schedules that include tuition, segregated fees, textbook fees, and eStout fees. Analyzes, reviews, approves, and processes refunds from student accounts. Back-up for batch posting of charges and financial aid transactions. Archives tuition schedules, waivers, special course fees, and calendars. Process and monitor stale dated refund checks. Reconcile AR accounts daily. Post finance charges monthly. Post late fee charges. Send text messages to student (due date reminders, special situations required to notify/contact students) Pre-audit, process, balance and file miscellaneous campus fees through manual SIS file upload Apply adjustments to student accounts and image documentation 10% Process Specialty Payments Analyzes, calculates, and processes military payments to student accounts. Processes all collection agency and sponsorship tuition payments. Reconciles all payments with student accounts involved to ensure accuracy. 7% Assist with Student Employee Management Responsible for hiring and training student employees. Prepares request forms and work authorizations. Completes a student schedule for the office to maximize workflow of the office. Monitors payroll budget allocations. Conducts evaluations of student employees and recommend salary increases. Responsible for approving student employee timesheets. Supervise student employees; verify payment information while making sure policies and procedures are followed. 3% Management of ImageNow Processing Responsible for managing the ImageNow processing for the department. Responsible for training of all staff and students in the department. Coordinates, upgrades, and problem solves with ImageNow administrator. 3% Assist Student Payment Cashier Receive student payments, answer student payment questions during the absence of student payment cashier, or during peak times. Balance student's cashiering session. 5% Coordinate Reciprocity Assist and collaborate with Admissions Office regarding MN reciprocity. Analyze and monitor student accounts for reporting accuracy. Prepare end of term FTP reports and submit to MN and WI Department of Higher Education. 2% Other Tasks as Necessary Residency Appeal Committee Member Order office supplies and monitor Print Program monthly charges for office multi-function device. Update academic year tuition schedules and refund schedule. Update and distribute the campus academic billing calendar. Update and distribute the Financial Aid disbursement date schedule. Send email communications to students: billing notices, eRefunds, 1098-T notifications and missing or invalid national identification numbers Communicate and administer UW System Administrative policy 805. Maintain written instructions on policies and procedures. Assist Bursar in developing office procedures. Perform other duties as assigned by the Bursar. 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 may be required for necessary meetings, workshops, conferences, etc. Key Job Responsibilities:
Answers advanced fiscal questions and provides information based on set materials and standards to various audiences Creates general reporting for transactions Audits or processes advanced transactions and assigns funding codes in accordance with established rules, regulations, and policies Audits or reconciles original purchase documents with payments Reallocates expenses to appropriate funding strings Drafts communications and advanced reports and maintains organization of varied records to provide administrative support within a specified work unit Audits, monitors, organizes, and updates fiscal records, reports, and affiliated materials Reviews transaction processing internal controls and recommends policies and procedures 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 Disbur