Fiscal Assistant II

Fiscal Assistant II

The Department of Biology is accepting applications for a Fiscal Assistant II position. The Department of Biology is a large research department composed of 40 faculty and 138 graduate students. The department also houses greenhouses for teaching and research, one stockroom for use by graduate students, staff, and faculty for teaching and research. The Fiscal Assistant II provides fiscal support to the unit and is responsible for processing, reviewing and reconciling travel authorizations, work orders, expense reports, PCard purchases, and purchase orders while adhering to university financial policy and procedures. In addition, this position is responsible for building relationships with a highly diverse faculty, staff, and student population and for supporting a culture centered on delivering excellent customer service. Duties and responsibilities include, but are not limited to:

Procurement & Disbursements: Reviews department procurement requisitions and travel authorizations for verification of budget/funding, confirmation requests are appropriate and allocable to the proposed funding. Routes requests to faculty, staff, and Accountant III for approval/confirmation to ensure requests are being processed accurately while upholding internal controls. Initiates purchase order requisitions in MyUF Market, tracks the distribution of POs; monitors purchase order contracts to ensure payment schedule is maintained. Other fiscal responsibilities may include, but are not limited to, processing vouchers for vendor payments, wireless reimbursements; processing journal entries; initiates and maintaining pertinent vendor forms.

PCard: The incumbent in this position is a PCard holder for the department, making purchases as required for those who do not hold PCards. Verifies department PCard transactions in the PeopleSoft system for appropriateness. Monitors all PCard activity within the department by pulling the PCard transactions query daily. Coordinates receipt of appropriate documentation for PCard charges with pertaining faculty and staff daily to ensure UF PCard deadlines are met.

Travel: Processes all departmental travel authorizations and submits departmental and visitor travel/expense reimbursements. Coordinates travel for the department faculty, staff, and visitors as needed. This includes, but is not limited to, arranging flights, lodging, meeting registrations, and car rentals.

Record Keeping: Assists with maintaining and compiling monthly PCard Aging reports, and monthly Transaction Detail reports for all department funds. Prepares and submits other fiscal paperwork such as change notices, expense refunds, etc. Obtains proper documentation and receipts from all purchases and travel arrangements as required by state, university, and granting agencies. Researches, analyzes, and corrects accounting transaction problems. Monitors all department Sponsored Projects every month, working with CLAS RO to ensure that all project expenditures, including salary, are within project guidelines.

Fiscal Support: Assists in documenting and maintaining department fiscal processes and workflows on an ongoing basis. Provides input on fiscal process improvement for overall department efficiency.

Training/UF Directives & Procedures: Attends UF training courses to maintain knowledge and to remain current on all policies and procedures. Makes certain department is following University Financial and Accounting Directives and Procedures and that all fiscal activities are following UF Procurement policies.

Misc. Fiscal Support: Assists day-to-day operations in the fiscal office for the department. Explains and applies complex policies and procedures to department and faculty transactions as needed. Researches, analyzes, and resolves general accounting issues. Develop reports, handle special projects, tasks, and other duties as assigned.

The salary range is $15 - $19.25 per hour, commensurate with qualifications and experience.

Education & Experience:

• Education or experience in Finance, Accounting, or Business Administration preferred

• Minimum 1 year experience with fiscal functions

Knowledge:

• Knowledge of UF Finance and Account procedures

Skills:

• Proficiency with computers, basic software applications (e.g. Microsoft Office Word, Excel, PowerPoint, Outlook), and working knowledge of PeopleSoft

• Demonstrated proficiency with communication skills (verbal and written)

• Excellent customer service and interpersonal skills

Abilities:

• Ability to research services, supplies, equipment, and pricing

• Ability to plan, organize, and coordinate work assignments

• Ability to work independently and efficiently with minimum supervision and personal initiative

• Ability to be detail-oriented and accurate with work assignments

• Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions

• Demonstrated ability to handle multiple projects or tasks simultaneously

• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures.

This position is eligible for veteran's preference.  If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy with your application for consideration.  

Please include a cover letter, resume and the names and contact information of three professional references.  

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position has been reposted. Previous applicants are still under consideration and need not reapply.