Program Assistant

Madison, Wisconsin
Administrative & Support Services (Office and Administrative Support Occupations)
Job Type
Working Hours
8:00 AM - 5:00 PM
US$ 14.00 per hour
Ref. Number
Moto Gladys Igahara, Spherion
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Job Description

The State of Wisconsin Investment Board (SWIB) is seeking a full time Program Assistant. This individual will work in a back-up capacity for the travel and procurement areas of the agency. In addition to the tasks outlined below, the individual will be responsible for a variety of tasks, including but not limited to: scanning and saving documentation, travel planning, auditing expense vouchers, accounts receivable work, filing, records center preparation, procurement assistance, and other tasks as assigned.

This position is responsible for assisting and backing up the Procurement Specialist and Travel Coordinator. This position requires a good understanding of a variety of software applications, including Microsoft Word, Excel, SWIB's Enterprise Resource Planning system (Unit 4) and the state's ERP system (PeopleSoft).

- Process requisitions in the internal ERP system
- Assist in processing contracts, working with the legal team and the procurement specialist to ensure contracts, move through the process efficiently, are routed for appropriate signatures, properly maintained, scanned, stored electronically and entered into the contract module in a timely manner.
- Assist with updating and maintaining key contract terms in the contract module. Run reports from the system and analyze output to ensure contract data is correct and complete.
- Assist Procurement Specialist with new vendor set-up in Unit 4 and PeopleSoft, collecting on-boarding documents such as W-9, payments instructions, etc. Perform vendor maintenance, and PeopleSoft systems. Ensure that vendor information is updated timely and accurately.
- Assist travel coordinator making travel arrangements and processing expense reimbursements for SWIB staff.
- Ensure that all travel arrangement and expenses are documented according to policy requirements. Follow up with staff as necessary to request additional documentation to support travel expenses.
- Review travel requests and travel expenses in Unit 4 to ensure accuracy and completeness. Enter travel expenses into PeopleSoft.
- Assist with billing travel expenses to external third parties for expenses listed on the Third-Party Form. Send invoice to asset managers requesting reimbursement. Monitor outstanding requests for reimbursement and follow-up as necessary. Process third party reimbursements when received applying the proper coding for the transactions.
- Contact hotels for staff folios after they return from travel to support procurement card transactions.
- Communicate and resolve transaction or information discrepancies with respective staff members.
- Recode purchasing card transactions in PeopleSoft and for entry Unit 4.
- Prepare required journal entries to reclassify financial transactions in Unit 4 and PeopleSoft.
- Create and maintain procedures for all assigned job duties. Ensure procedures are saved in a central location and updated periodically.
- Continually look for ways to improve processes and make recommendations. Implement approved changes.
- Assist with other accounting/finance related activity as assigned.

Working hours: 8:00 AM - 5:00 PM

- Solid understanding of accounting practices.
- Thorough understanding of state ethics guidelines.
- Ability to interpret policies and procedures and accurately apply them to functional duties.
- Ability to analyze data and question the status quo, existing processes, reports, and procedures.
- Ability to work with various staff to research and resolve cost issues and questions.
- Ability to effectively work well with team members and with staff in all parts of the organization.
- Proficiency in using information technology resources to meet business needs (e.g. database tools and spreadsheets).
- Ability to respond efficiently and accurately to ad hoc management requests.


1-4 years

- Associates Degree in Accounting or related field
-Minimum of 2 years of accounting/financial experience
- Intermediate level MS Word, Excel and ERP skills.

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