Fiscal Assistant II

Fiscal Assistant II

The English Language Institute (ELI) is home to the intensive English program at the University of Florida (UF) and is housed in the Department of Linguistics within the College of Liberal Arts and Sciences. The Fiscal Assistant II is responsible for processing all aspects of fiscal and payroll transactions, including, but not limited to, travel, procurement, invoice payment, expense reimbursements, journal entries, and PCard transactions. Researches, analyzes, and resolves complex transaction issues, including interpreting and explaining complex policies and procedures. Duties and responsibilities include but are not limited to:

Accounts Receivable, Office, and Collections: Research, analyzes, and resolves ELI tuition transaction problems. Records and tracks tuition payments and financial guarantee submissions. Collects monies paid to the unit via cash, check, money order, travelers check, EFT, and journal entry, and prepares receipts or invoices for payments. Compiles documentation for cash/check/EFT deposits. Meets with students to explain tuition payment policies and procedures. Generates tuition invoices for scholarship students, tracks past due invoices, and re-bills, as needed. Coordinates with scholarship agencies and cultural missions to resolve billing errors/disputes and to ensure required information is sent with invoices to facilitate timely payment. Ensures that special program tuition invoices comply with established agreements. Sends tuition non-payment lists to ELI administrators. Accounts Payable, PCard Reconciliation, and Travel Reimbursements: Researches, analyzes, and resolves supplier billing issues/errors before paying invoices. Processes purchasing requisitions and invoices in compliance with federal, state, University, and ELI policies, procedures, and regulations. Acts as a primary billing point of contact and obtains supplier quotes. Maintains records of payments to internal and external suppliers. Maintains unit’s supplier files and tax documents. Maintains tuition refund records and supporting documentation. Reconciles unit’s PCard charges in myUFL. Acts as unit’s point of contact for PCardrelated inquiries; explains PCard policies and procedures to unit’s cardholders; and maintains PCard holder files for one year after the end of each fiscal year. Acts as a primary travel initiator and processes expense reports for ELI’s faculty and staff. Explains and applies travel policies and procedures for faculty and staff, and ensures all employees provide supporting documents in accordance with the unit’s and UF guidelines, and maintains travel and reimbursement documentation.
Budget Preparation: Performs, monitors, and reconciles unit’s account transactions by generating monthly, semester, quarterly, and biannual transaction reconciliation reports. Assists with annual budget preparation. Provides input to the Director on processes, systems, and workflows relating to fiscal and administrative matters during weekly office staff meetings. Assists with year-end closeout by reviewing open encumbrance reports and closing completed purchase orders.
Administrative Duties: Acts as an identity manager for ELI students and maintains ELI affiliations and records for student files. Acts as liaison to CLAS-Academic Technology for renewal of software licenses. Provides Director with a daily list of ELI student UFIDs for activation in XMS. Monitors and procures office and teaching supplies for the unit. Serves as a backup collector for the ELI Cultural Immersion Coordinator.
Performs other administrative duties, as directed by the Director, Associate Director, and Assistant Directors. Serves as a backup receptionist, answering the ELI Main Office phone lines, assisting students and directing them to the appropriate ELI employees, welcoming visitors, and assisting faculty.

UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings), and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program. Gainesville has to offer at Visit Gainesville .

High school diploma or equivalent and three years of relevant general accounts transaction experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for required experience.

Experience working with international students is highly preferred. Ability to communicate and work well with others and exhibit a positive attitude. The ability to self-start, work independently, and multi-task, and provide good customer service to staff, faculty, students, and visitors. Proficiency with Excel, Word, and PeopleSoft is strongly preferred.
Bilingual ability (Spanish/English, Arabic/English, or Korean/English) is desirable, but not necessary. 

Please upload a cover letter, resume, and list of names and contact information of at least three professional references.  

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 4 with your application for consideration. See our Veteran's Preference Page for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.