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Financial Services Specialist - Operations (Accounts Payable) (Multiple Positions) (UPDATED)

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Position Details

Position Information

Title Financial Services Specialist - Operations (Accounts Payable) (Multiple Positions) (UPDATED)
Department FSO-Operations (7703)
Location Main Campus
Position Summary

Please note: the ‘Number of Vacancies’ field for this position has been updated from ‘One’ to ‘Multiple’.

The Financial Services Office seeks a Full-Time Accounts Payable Specialist to coordinate the daily activities and functions of the Check Control area to ensure compliance and integrity of FSO/Operations. The primary function of this incumbent will be the oversight of the payments initiated by Accounts Payable and Payroll disbursements. This position requires a conscientious individual who will display a high degree of professionalism, and who possesses skills in setting priorities while managing a wide variety of duties with minimal supervision.

The University of Arizona is located in the heart of Tucson — Home of the Wildcats! The Financial Services Office (FSO), a division of Business Affairs, plays a vital role in the daily University operations by providing quality financial and business services in support of the University’s faculty, staff, and students. FSO is a diverse organization of over 200 employees who prosper in a team-oriented environment that emphasizes the values of communication, professionalism, service, stewardship, and engagement. Come be a part of a team that is full of fun, dynamic, and highly motivated employees!

Financial Services supports the UA’s diversity and inclusiveness strategic initiatives designed to create an inclusive environment for all faculty, staff, and students. The candidate is expected to support diversity and inclusiveness efforts.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities

The incumbent for this position will oversee multiple tasks primarily with the disbursement of ‘live’ physical checks, Single Use Account (SUA) credit cards, employee payroll as well as Wires, Drafts and Automated Clearing House (ACH) direct deposits to include the following:

• Responsible for all aspects of the disbursement process including checks, ACH, SUA, Wires and foreign drafts.

• Reconcile daily check distribution for Accounts Payable checks (Utilities, Disbursement Vouchers, Travel, Purchase Order Invoices) utilizing the Pre-Disbursement Processor (PDP) in the UAccess Financial system.

• Work closely with internal and external customers regarding payment inquiries.

• Maintain electronic files of financial documents and apply appropriate coding in Docuware imaging system.

• Ensure accurate and timely release of Checks, Wires, Drafts, SUA and ACH payments and provide payment remittance detail for electronic payments.

• Keep up-to-date on all foreign and domestic banking requirements and make recommendations to management on any changes that impact disbursements.

• Oversee the reconciliation process of invoices received from Accounts Payable Interface units to ensure the source document meets audit requirements and record retention needs are met.

• Periodic review of desk procedures to ensure up-to-date and available for audit purposes in Docuware to ensure clear and accurate documentation of processes.

• Serve as a resource for the organization to provide assistance and guidance on issues that arise in the course of daily business.

• Responsible for stop payments, claiming of Accounts Payable funds, redistribution of funds to appropriate expenditure account and ensuring the payment is reissued timely.

• Oversight of returned UA checks and UA vendor refund checks to ensure cash management compliance and proper recording of activity is completed timely.

• Recommend changes and improvements within the Check Control area to ensure efficiency.

• Ensure check control financial documents comply with University policy and procedure.

• Maintain various spreadsheets for analysis and management reporting.

• Responsible for testing systems upgrades, enhancements or streamlining processes.

• Cross train with other business areas to maintain current workflow.

• Work closely in a team environment, or independently as priorities can change rapidly.

• Provide internal and external training sessions as needed.

• Additional duties may be assigned as it relates to the position.

Knowledge, Skills, & Abilities

• Knowledge of electronic imaging systems and banking processes; Credit Card, ACH, wires, foreign drafts.

• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

• Skill in problem analysis, problem- solving and decision making.

• Ability to communicate effectively in a team environment.

• Ability to organize work to meet deadlines and assist with others at peak times.

Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications below.

Arizona Board of Regents Minimum Qualifications

Three (3) years of customer service experience, including at least one year of experience in accounting or finance; OR Associate’s Degree in Accounting or a related field AND one (1) year of related customer service experience; OR Any equivalent combination of experience training and/or education.

Preferred Qualifications

• Associates degree in Accounting, Business or Public Administration or a related function which includes accounting coursework AND two years progressively responsible experience in a directly related function; OR, Five years progressively responsible experience in a directly related function which includes a broad exposure to all areas of accounts payable and accounting principles, practices and procedures.

• Experience with University of Arizona systems such as UAccess Financials, UAccess Employee, and UAccess Analytics, including knowledge of policies and procedures.

Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $17.24 Per Hour
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)

Posting Detail Information

Posting Number S24135
Number of Vacancies Multiple
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Open Date 10/11/2017
Review Start Date 10/19/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have three years of customer service experience, including at least one year of experience in accounting or finance; OR Associate's Degree in Accounting or a related field AND one year of related customer service experience; OR any equivalent combination of experience training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents