Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


JOB TITLE: Financial Specialist

DEPARTMENT: University Library



SALARY: $16.00 minimum starting salary

JOB DUTIES: Under the general supervision of the Library Director, this position is responsible for budget, financial management and planning for the University Library including the Library, IRS and Archives.


  1. Under general supervision, functions as primary financial manager for budget planning and reporting in the University Library.

A1. Plans and analyzes budget activities. Works with University Library Director and Library Staff planning budget goals and initiatives.

A2. Reconciles funding strings for University Library, IRS and Archives.

A3. Provides analysis of University Library and IRS budgets, income and expenses. Funding for the budget comes from state, auxiliary, federal work-study, gifts, Access to Learning, Customized Instruction and general-purpose revenue.

A4. Serves as contact person for Accounting Services, Budget, Purchasing, Human Resources, Cashier’s Office, and Stout Foundation personnel to resolve discrepancies in financial records.

A5. Projects salary savings and/or deficits and processes budget and payroll transfers as necessary. Complies with campus policies for salary turnover and fringe assessment.

A6. Analyzes funding string activities and keeps directors informed of balances.

A7. Projects year end budget needs and initiates adjustments.

A8. Develops fiscal year budget for the annual budget submission observing annual budget deadlines.

A9. Requests new funding strings and associated budget plans for new activities.

A10. Revises Chart of Accounts as needed.

A11. Coordinates travel expenditures. Supports Library staff submitting travel expense reports.

A12. Develops financial report for Integrated Postsecondary Education Data System (IPEDS) sent annually to UW System in collaboration with Collection Development Librarian.

A13. Develops fixed asset report for UW System with Senior Academic Librarian in Collection Development. Responds to queries regarding the fixed asset report from UW-System or other state agencies when appropriate.

A14. Supports Library staff on usage of university travel and financial processes.

A15. Supports onboarding student employees.

A16. Develops rates for actionable activities.


  1. Under general supervision, functions as primary manager of accounting processes and activities in the University Library

B1. Monitors all revenues for the University Library including cash, flexline, checks and department requisitions (including textbooks sales and rentals, segregated fees, coin machines, interlibrary loan collections, fines, internal printing system and other services.)

B2. Deposits funds collected weekly; reconciles all receipts issued by the Cashier’s Office are credited to the appropriate funding string. Responds to internal departments verification of receipts. Processes refunds and adjustments.

B3. Monitors and verifies all deposits made from the campus card system according to the fee schedule. Resolves discrepancies with campus card personnel.

B4. Documents cash handling processes assuring cash handlers are in compliance with university procedures.

B5. Develops and maintains financial reports for the directors for all revenue and expenses. Informs directors of any shortfalls in accounts.

B6. Creates work authorizations for students/LTE positions assuring budget is available in funding strings identified on the form.

B7 Creates payment forms and verifies expenditures for all funding strings.

B8 Purchases supplies from various vendors using a procurement card or purchase order.

B9. Reconciles student payrolls, state and work-study students. Develops and maintains spreadsheets to monitor expenses, allocation balances, and hours worked.

B10. Develops and maintains spreadsheets to monitor unclassified, classified and LTE budgets. Tracks all expenses, salary raises, and maintains records of all night and weekend differential paid to employees.

B11. Audits University Library invoices ensuring all items have been received before authorizing payment. Investigates and resolves discrepancies with procurement card purchases, purchase orders and direct payments. Requests credit memos or refunds when necessary.

B12. Ensures the proper use of the procurement card is observed and records are maintained in accordance with the State Procurement Card Manual.

B13. Monitors non-personnel expenses, ie. campus chargebacks, supplies and travel expense reports. Resolves discrepancies and transfers expenses to reconciles to appropriate funding strings. Reallocate expenses as needed reconciling expenses with most appropriate funding string and account.

B14.Provides new vendor information, including federal tax number, to Accounting Services for the campus vendor database.

B15. Creates payment forms and processes payments such as purchase requisitions, direct payments, stipends, travel, and services/supplies items for all purchases.

B16. Audits each purchase requisition for correct account code before processing to ensuring adequate funding. Monitors the status of each purchase requisition and follows up as necessary.

B17. Monitors endowment and donation accounts in the Stout Foundation. Processes appropriate forms to transfer funds and accept funds. Maintains history of all expenditures. Prepares reports of expenditures required by donor guidelines.

B18. Creates requisitions for general library supplies and student activities.

B19. Allocates expenses for UW-System shared resources.

B20. Assists staff with invoice payments.

B21. Suggests strategies or process improvements that maximize resources.



C1. Serves on University Library committees and campus committees.

C2. Maintains all financial documents and back-up materials and records in accordance with UW System records retention schedules.

C3. Assists directors with paperwork involved hiring personnel.

C4. Processes building card access requests for RSLLC changes as approved by the building supervisor.

C5. Assumes additional responsibilities during peak periods and/or staff absences.

C6. Participates in monthly campus budget managers’ meetings.

C7. Attends training sessions as offered by the campus.

C8. Assists with room reservations.

C9. Other duties as assigned.



  • Knowledge of general accounting practices.
  • Ability to effectively write and verbally communicate with attention to detail.
  • Working knowledge of Microsoft Office Suite.


  • Associate degree in accounting or higher.
  • Two years’ or more experience working with financials.
  • Knowledge of university, state and federal fiscal rules, regulations and procedures.


The mission of the University Library is to cultivate critical thinking and applied learning to enhance the success of our students, faculty, and campus staff in an evolving information environment. The staff of the University Library value collaboration, agility, innovation, and professional excellence.


The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.

UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.

UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.

All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.

Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.

More information about the UW-Stout community and region:

Facts and data about the university:


The normal work schedule for this position is 8:00a.m. to 4:30p.m., Monday to Friday.

The hourly rate for this position is negotiable based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants. Benefit details can be found at:

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.

An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the University of Wisconsin System 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).

For campus safety information and crime statistics visit:


Screening of applications will begin 9/9/2019 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 9/8/2019.

Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Please be sure you have included the following documents:

- Cover letter specifically addressing how you meet the minimum and preferred qualifications

- Current resume

- Names and contact information for a minimum of three professional work references


Frequently asked questions (FAQs) about our online application system are available via:

For question regarding this position or recruitment, please contact:

Search Chair: Susan Lindahl

Phone: 715-232-1184


If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Dawn Skovbroten

Phone: 715-232-2392


Job Family: Staff