Fiscal Specialist
Commonwealth of VA Careers
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Job summary
William & Mary is seeking a Fiscal Specialist in Facilities Management to serve as the principal financial operations resource for the university’s largest operating department. The role emphasizes accounts payable, cost allocations, and system administration for FAMIS and related financial processes.
The position requires managing high-volume transactions, providing guidance to campus departments, and ensuring timely, accurate processing across organizational boundaries.
Qualifications
- Bachelor's degree or equivalent combination of training, education, and/or experience.
- Experience in fiscal administration, accounts payable, procurement, or related financial operations.
- Working knowledge of general office practices and customer service principles.
- Demonstrated analytical and problem-solving skills to resolve discrepancies and complete tasks.
- Strong organizational and time-management skills to handle high-volume workload and deadlines.
- Excellent written and verbal communication with vendors and campus partners.
- Proficiency with Microsoft Office Suite and ability to learn new software.
Responsibilities
- Manage and process a high volume of accounts payable and procurement transactions with accuracy.
- Serve as primary fiscal resource for complex vendor accounts (utilities, services, fuel, etc.).
- Resolve vendor billing issues and coordinate with departments to resolve discrepancies.
- Reconcile accounts, perform journal entries, and support cost allocations.
- Provide invoice routing, account coding, and cross-system support.
- Perform accounts receivable reconciliation and deposit processing.
Skills
Education
Tools
Job description
JR102093 Fiscal Specialist (Open)
Fiscal Specialist
CC00447 WM001 | WMUO | Business Affairs
Staff - Fiscal Administration
Regular (benefited)
Facilities Management Admn
Posting Location - William & Mary
Unit Mission Statement: The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, Business Affairs maintains a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.
Position Summary: As part of Supply Chain Services, an integral function of William & Mary Business Services, the Fiscal Specialist serves as the principal financial operations resource for Facilities Operations, William & Mary’s largest operating department, with approximately 200–300 employees and a correspondingly high volume of transactions.
The position independently manages complex accounts payable and fiscal activities, including campus-wide utility accounts, contract services, and other high-dollar and high-visibility vendor relationships. The position serves as a key fiscal resource for departments across the university, providing guidance and resolving issues related to vendor accounts, invoice routing, cost allocation, and other financial matters that require specialized knowledge of Facilities Operations and its business processes. The position also works directly with vendors and campus departments to resolve discrepancies and facilitate timely and accurate processing across organizational boundaries.
In addition to core accounts payable duties, the Fiscal Specialist independently administers the FAMIS work order and asset management system, including work order financials, cost recovery, and system administration. The position also performs month-end financial reconciliations, cost allocations, account clearing, and financial adjustments; administers the department’s fuel and Voyager Card programs; and provides timekeeping administration.
- Bachelor's degree from an accredited institution or an equivalent combination of training, education, and/or experience.
- Experience in fiscal administration, accounts payable, procurement, or related financial, administrative, and customer service operations, preferably supporting a large or complex organizational unit.
- Working knowledge of general office practices, administrative procedures, and customer service principles.
- Demonstrated analytical and problem-solving skills, with the ability to independently research and resolve financial and account discrepancies and see issues through to completion.
- Strong organizational and time-management skills, with the ability to manage a high-volume transactional workload, prioritize competing demands, and meet recurring deadlines (weekly, monthly, and pay-period cycles) while maintaining accuracy and attention to detail in a fast-paced environment.
- Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, courteously, and responsively with vendors, departmental staff, leadership, and campus partners.
- Proficiency using Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn new software applications and business systems.
- Experience providing fiscal, accounting, or financial systems support within a Commonwealth of Virginia state agency, particularly a Virginia public institution of higher education.
- Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP)
- Experience with BuyW&M (Jaggaer), Workday (Finance), Qlik, or similar procurement, financial or enterprise resource planning (ERP) systems.
- Experience administering or serving as a super-user of FAMIS or a comparable computerized maintenance/work-order management system.
- Experience providing financial support within a cross-functional Facilities Management or multi-unit environment.
- Experience managing complex utility accounts.
- Experience supporting timekeeping or payroll-adjacent processes.
- Advanced Microsoft Excel skills or similar data-analysis tools.
Duties reflect the position's expanded scope as the primary fiscal, systems-administration, and campus-vendor-relationship point of contact for Facilities Management.
- Manage and process a high volume of accounts payable and procurement transactions, including invoice review, verification of accounting accuracy, matching invoices to purchase orders (POs), purchase order receipts, pending invoice resolution, and PO closing. Monitor purchase orders, invoices, and vendor payments to ensure timely processing, follow-up, and resolution of outstanding items.
- Serve as the primary fiscal resource for complex and high-value vendor accounts, including utilities, waste/recycling, temp staffing, custodial, uniform, and fuel services.
- Resolve vendor billing issues, discrepancies, payment inquiries, and other account-related matters through direct coordination with vendors and campus departments.
- Monitor and reconcile vendor accounts and clearing accounts and make financial adjustments as needed. Process financial transactions, cost transfers, account adjustments, and other entries; reconcile accounts and investigate and resolve discrepancies.
- Provide campus-wide assistance with invoice routing, account coding, and collaboratively resolving vendor-related issues.
- Perform accounts receivable reconciliation; prepare and send invoices to departments without a WM001 driver; prepare deposit transmittal documentation and make deposits.
- Serve as the FAMIS system administrator, supporting user access, timesheet approver assignments, worktag setup, pay-period and timesheet configurations, credit account setup, and other system administration functions.
- Assist with resolving FAMIS error notifications such as Jaggaer-to-FAMIS integration issues.
- Review and provide work order charge details to stakeholders per request. Assist with work order charge disputes.
- Post manual charges (event rental, SPCC, POV, and similar) to appropriate work orders and accounts. Make work order charge corrections and adjustments as instructed.
- Prepare third-party work order billing and reconcile work order accounts receivables.
- Perform cross-system cost imports and journal extracts.
- Prepare and distribute Work Order Weekly Reports.
- Administer Facilities Management timekeeping activities, including review, correction, and approval of FAMIS time entries and pay-period processing.
- Prepare pay-period pre-check and pay-period closing reports; review FAMIS time entries for accuracy and completeness.
- Manage FM Timekeeping and Temp Time inboxes; coordinate with employees, supervisors, temporary staffing agencies, and campus partners to resolve issues and discrepancies.
- Administer financial activities related to campus utility accounts (over 270 accounts combined) and coordinate with utility providers and Facilities to resolve billing and account issues.
- Maintain utility cost and usage data and perform monthly campus-wide cost allocations for natural gas, water/sewer, electricity, and fuel.
- Reconcile and process monthly clearing transactions.
- Prepare and submit recurring, standard, and ad hoc accounting journals and financial adjustments and maintain supporting documentation.
- Provide campus-wide administrative support for the OPW Fuel Management System, including vehicle and driver setup and updates and fuel pump access guidance.
- Administer Facilities Operations’ Voyager Fuel Card Program, including physical card maintenance and semi-monthly reconciliation.
- Process physical mail and manage the FacMgmt inbox.
- Provide responsive and professional internal customer service and serve as a resource for financial, procurement, and related business processes for Facilities Operations.
- Support special projects and ad hoc assignments and provide data and information as requested by leadership.
- Assist with onboarding and training of new employees as needed.
- Identify opportunities to improve financial systems, processes, documentation, and operational efficiency.
up to $52,000 commensurate with experience.
Conditions of Employment
- This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
- This position has been designated as essential to the operation of the department, will require reporting to work when the University is officially closed, and is subject to overtime.
- Requires access to sensitive data; incumbent is required to adhere to confidentiality and security policies.
- Will be required to work prior to payroll deadlines.
JP0097 - Financial Specialist I - Nonexempt - Salary - S07
Compensation Grade: S07
2026-09-15
Continuing E&G funded position and not term-limited
Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
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