Financial Specialist II at Universities of Wisconsin

Menomonie, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Apr, 26

Salary

20.65

Posted On

04 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Accounts Receivable, Financial Aid, Regulatory Compliance, Microsoft Office, Communication, Organizational Skills, Auditing, Record Keeping, Data Analysis, Student Financials, Training, Cashiering, Problem Solving, Team Collaboration, Time Management

Industry

Higher Education

Description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process. Position Title: Financial Specialist II Job Category: University Staff Employment Type: Regular Job Profile: Financial Specialist II Job Duties: Position Summary Statement 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 Disbursements: Processing student refunds and financial aid disbursements promptly and accurately. Compliance and Reporting: Maintaining adherence to institutional, state, and federal financial regulations. Our goal is to provide transparent, efficient, and student-focused financial services that promote fiscal responsibility and support academic success. Compensation: Minimum starting salary of $20.65/hour, commensurate with qualifications and experience. A six-month probationary period is required Required Qualifications: At least 2 years providing customer service to a diverse population in an office setting. At least 2 years of general business/office experience working with cash and reconciling accounts. Working knowledge of Microsoft Office to include Word, Excel and Outlook. Excellent oral and written communication skills. Excellent organizational skills. Preferred Qualifications: Experience in a higher education environment. Experience with Federal Family Educational Rights and Privacy Act of 1974. At least 2 years of accounts receivable experience. Working knowledge of Student Financials/PeopleSoft Campus Solutions. 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 All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. *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. It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability. 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 Guidelines to ensure consideration: Applicants must complete all required fields and attach all required application materials. Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement. It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/ To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu) Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7). UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information UW is an Equal Opportunity Employer Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply. The Universities of Wisconsin serve approximately 161,000 students. Awarding nearly 37,000 degrees annually, the Universities of Wisconsin is Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Nearly 90 percent of in-state Universities of Wisconsin graduates stay in Wisconsin five years after earning a degree – with a median salary of more than $66,000. The Universities of Wisconsin provides a 23:1 return on state investment. The Universities of Wisconsin also contribute to the richness of Wisconsin’s culture and economy with groundbreaking research, new companies and patents, and boundless creative intellectual energy. The Universities of Wisconsin and its employees are purpose-driven, people-focused, and committed to stewardship.

Responsibilities

The Financial Specialist II is responsible for processing and auditing transactions related to student accounts, financial aid, and military tuition benefits. This role includes managing withdrawal processes, supporting student accounts receivable, and assisting with student employee management.