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Position Title:

Financial Specialist II

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Financial Specialist II

Job Duties:

Position Summary Statement

This full-time position is responsible for billing, monitoring, reconciling and auditing special tuition accounts for Customized Instruction, International Programs, Grant Funded Courses, Educational Pathways and Outreach, High School courses and Special Course Fees.  Responsible for billing students and maintaining an effective line of communication with the departments offering the special tuition courses and the students enrolled in the courses.  Responsible for providing accounting, record keeping, and analytical services for campus staff.  Accounting duties performed by this position ensure that comprehensive, accurate, timely and appropriate fiscal and decision-making information is provided and maintained.  This position reports to the Associate Bursar and is focused on processing or auditing transactions.  Work is performed under general supervision.

Official UW Title (Code):  Financial Specialist II

30%                Bill, Monitor, Reconcile, and Audit Accounts in the PeopleSoft Student Financials Module.    

• Audit to ensure accuracy and completion of all rate approval paperwork involved with establishing special rates of tuition and fees including special course fees.

• Bill proper tuition and fees onto student accounts to ensure accurate student billing.

• Monitor daily billing reports and identify potential issues. Work to resolve any issues.

• Monitor accounts for payments that can be applied to past terms.

• Monitor and update accounts for special courses or financial waivers.

• Determine and ensure proper financial data for revenue, receivables and financial aid.

• Analyze and reconcile special tuition accounts, grant funds, and international program accounts.

• Work with the Financial Aid Office to apply waivers to student accounts: graduate assistants, non-resident, academic excellence, etc. Identify through discussions whether updates to waivers are needed.

• Run query for audit students and apply waivers to senior and regular students auditing classes. Waivers need to be updated annually.

• Apply waivers to ECCP, Prison Education and Dual High School students and work with Admissions and with Third Party Administrator to apply correct waivers percentages.

• Apply waivers to Accelerated Students as they are charged undergraduate rates for graduate level courses.  Update waivers annually and identify new programs which need to be set-up in PeopleSoft. Review item types used during billing and waiver activities for correct funding strings and terms.  If changes are needed, forward to the Business Analyst.

20%                Manage the Wisconsin GI Bill Program

• Update the Wisconsin Web App for the Wisconsin GI Bill Program for reporting.

• Work closely with the Veteran Certifying Official and Assistant Registrar to maintain accurate veteran benefits on student records.

• Audit and post Wisconsin WI Bill waivers on student accounts.

• Perform calculations to determine proper amount of tuition waiver available to each student.

• Reconcile the Wisconsin GI tuition waived to the tuition approved in the Wisconsin Web App portal each term.

20%               Maintain Financial Records for International Programs 

• Post international charges, waivers and account adjustments.

• Assist with reconciliation of waivers and account adjustments at the beginning and end of each term.

13%               Process Student Refunds

• Within student accounts, apply financial aid credits on one term against past due balances on a different term as allowed by federal regulations.

• Audit, prepare and track any necessary refunds needed to return overpayments to a student.

• Process accounts payable refunds as needed.

• Communicate with students if they need to enroll in the eRefund program or if they have a refund that is not processing

10%                Perform Third-Party Contract Billing

·         Billing point of contact with department staff managing High School district agreements.

·         Create organizations for sponsorship accounts and set-up third party accounts.

·         Prepare invoices and refunds.

5%                  Provide Back-up Assistance

• Post student payments and answer student payment questions.

• Assist by providing help with payment entry, billing, and account reconciliation.

• Provide back-up for office personnel in their absence due to vacation, sick leave, or other reasons of absence.

2%                  Perform other Tasks as Necessary 

• Communicate and administer UW System Administrative Policy 805.

• Maintain written instructions on policies and procedures.

• Assist in developing office procedures.

• Perform other duties as assigned by the Associate Bursar.

Key Job Responsibilities:

• 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

• 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

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 commensurate with qualifications and experience. 

A six-month probationary period is required.

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Required Qualifications:

• Excellent judgment including sensitivity to personal and confidential information.
• Excellent interpersonal, communication and customer service skills in working with a diverse community.
• Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
• Demonstrated problem solving skills.
• Excellent attention to detail, proofreading and editing 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 Solution.

How to Apply:

Complete applications received by end of day, April 21, 2026 are ensured full consideration.  Applications submitted after April 21st 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

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

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.

Official transcripts required at time of hire.

Contact Information:

For questions regarding this position or recruitment, please contact:

Search Chair: Amy Gullixson

Phone: 715-232-2253

Email: gullixsona@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:  Jada Ruppelt

Phone: 715-232-2482

Email: ruppeltj@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.