The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
The Applied Physics Laboratory, University of Washington (APL/UW) is a premier center for research, development and advanced education in science and engineering. APL/UW was formed in 1943 at the request of the U.S. Navy to bring university resources to bear on urgent WWII defense problems. From a wartime beginning focused on effective torpedo exploders, APL/UW initiated acoustic studies and oceanographic research programs to understand how variations in the ocean environment affected the performance of Navy systems. Decades of acoustic and oceanographic studies yielded an understanding of the world's deep oceans.
Today our scientists and engineers make important contributions to understanding the earth's climate cycles with satellite and in situ sensing of ocean winds, currents, and air-sea fluxes; observations of Arctic sea ice, its variations and effects on mid-latitude oceans; and ocean tomography that reveals how the abyssal ocean mixes and sequesters carbon. APL-UW continues to lead research in the basic and applied physics of sound—from sonars used to probe the geology of the deep ocean floor to hand-held high-frequency focused ultrasound devices to image and stop internal bleeding without surgery.
APL has an outstanding opportunity for a Purchasing Assistant (Fiscal Specialist 2). This is a full-time, temporary position with an anticipated duration of one year.
The Purchasing Assistant processes requests to purchase materials and supplies used in our research and administrative departments.
Duties/Responsibilities: Purchasing (equipment, goods and services) - 50%
•Claim, process, and track progress of transactions submitted through the APL Purchase Request system following internal processes and procedures. This includes preparing and attaching all relevant documents in a timely manner. •Place, process, and monitor purchases in ARIBA including blanket purchase orders (BPO) and purchase orders (EI). •Process payments in ARIBA including payments to individuals (P2I) and non-PO invoices. •Use and maintain UW Procurement Card in accordance with established APL and UW policies, procedures, and processes. •Collate and electronically manage purchase documentation including packing slips, invoices, credit card receipts, and credit memos in accordance with record retention and audit compliance procedures. •Research procurement, vendor, and payment issues. Use judgement to resolve or escalate, as appropriate. •Monitor and liquidate encumbrances •Provide analysis of procurement-related data as requested. •Initiate UW Supplier Registration process for new vendors.
Reimbursement - 30%
•Claim, process, and track progress of reimbursements (ER) submitted through APL Purchase Request system following internal processes and procedures. This includes preparing and attaching all relevant documents in a timely manner. •Place, process, and monitor reimbursements in ARIBA in strict accordance with established APL and UW policies, procedures, and processes pertaining to reimbursable expenses. •Collate and electronically manage reimbursement documentation including packing slips, invoices, credit card receipts, and credit memos in accordance with record retention and audit compliance procedures. •Identify and escalate reimbursement transaction and patterns indicative of non-compliant purchase methods or need for additional training.
Fiscal Specialist 2 position can expect to provide assistance, support, or coordination either as a permanent assigned aspect of the position or on an as-needed coverage basis: UW Procurement Card review and reconciliation - 5%
•Electronically review department ProCard transactions for completeness, accuracy, documentation, and compliance. •Document discrepancies, inaccuracies, and irregularities for further escalation by Purchasing Team ProStaff lead or Purchasing and Property Control Manager.
•Update asset information in OASIS inventory management system. •Communicate with stakeholders regarding asset status. •Perform spot audits of asset details, e.g. custodian, location, as assigned. •Provide planning and scheduling support for inventory and asset audits.
Records retention - 5%
•Support record retention efforts including storage and disposal of current, inactive, and expired documentation.
Minimum Qualifications: Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.
Desired Education, Experience, Skills:
•Experience with APL Purchase Request system •Experience with ARIBA modules including requisition/purchase order, blanket purchase order, non-PO invoicing, Payment to Individual, and eReimbursement •Experience with procurement and invoice payment processes •Experience with JPMorgan PaymentNet ProCard review and reconciliation system •Experience with UW Procurement Card cardholder responsibilities, policies, and procedures •Familiarity with the OASIS asset management system •Familiarity with My Financial Desktop (MyFD) •Communication: The Fiscal Specialist 2 communicates in-person, by phone, and email with a wide range of customers including PIs, faculty, staff, other UW departments and central services, vendors, and external collaborators. The Fiscal Specialist 2 demonstrates understanding of subject matter, knows and uses available resources to better address customer’s needs while maintaining compliance with department, UW, and sponsor requirements. The Fiscal Specialist 2 communicates effectively in person and in writing.
The application process for UW positions 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.