Fiscal & Business Specialist

Department Number/Name: 0-0204-000 / Administrative Services Business Center
College Division:  Administrative Services
Salary Plan: Staff
Job Code/Title: 3213 / Fiscal & Business Specialist
Hiring Salary/Salary Range: $40,000 - $43,000
Position Number: 00030851

ORGANIZATIONAL SUMMARY:
USF's Office of Administrative Services (OAS) is made up of the dedicated people who keep our campus, the equivalent of a medium-sized city, moving forward. This team delivers essential services across USF's multiple campuses and locations that together total 11 sites, 1,646 acres, 350 buildings, and 12.8 million gross square feet. With responsibilities that include land use and planning, construction and development, maintenance and utilities, custodial and grounds services, parking and the Bull Runner bus system, environmental health and safety, university police, and emergency management; the OAS team has a wide-reaching impact that touches nearly every aspect of the University of South Florida community in support of the university's mission and strategic plan.

On USF's Tampa campus, the OAS team performs a broad scope of services that includes processing and completing over 45,000 work orders annually, providing custodial and maintenance services for 83 buildings totaling 4.5 million square feet, managing over 350 construction and renovation projects each year, providing utilities services for 350 buildings totaling 12.8 million square feet, maintaining 20,500 parking spaces across 93 surface lots and 4 garages, operation and maintenance of a fleet of 26 buses, and performing grounds care of 500 acres of space.
OAS is a service organization and believes that providing excellent customer service starts with an engaged workforce. To that end, we are dedicated to offering opportunities for professional development and growth, providing the job resources necessary for success, fostering open communication and feedback at all levels, and recognizing the achievements of our team members!
POSITION SUMMARY:
The Administrative Services Business Center (ASBC) is made up of a dynamic team that provides cost-effective and efficient financial and fiscal support services to departments in the Office of Administrative Services and manages an operating budget of over $100M and capital budget over $500M.
Serving a critical role in the ASBC, we are seeking a highly motivated and detail-oriented individual to fill the critical role of Fiscal & Business Specialist. Position is responsible for financial and human resource related actions including but not limited to accounts receivable, financial reconciliation, human resource and other business process functions. The position supports various departments within Administrative Services and serves as a liaison with managers, employees, and customers.
RESPONSIBILITIES:
Coordinates and processes administrative HR tasks associated with the recruitment and hiring processes for approximately twenty departments. Generates personnel forms, submits job descriptions, assists with recruitment efforts, scheduling interviews, completes employment verifications and references, uploads transcripts, manages EEO reports, and enters data into the HR system. Prepares advertisements for posting OPS student/GA positions to advertise through student Career Center. Prepare and obtain signature on offer letters, employment contracts, and other relevant documentation for Administrative, Staff, OPS/GA new hires while verifying accuracy and completeness. Maintain accurate and organized records related to recruitment and onboarding activities, ensuring compliance with legal and organizational requirements for auditing purposes. Delegate in the Manager Self Service module for all departments within the OAS  completing transactions, such as demotions, promotions, reporting changes, terminating and retiring employees as well as transfers, updating job details, and changing employee hourly status or temporary/permanent salary changes.
Process Accounts Receivable (billing) transactions for various departments within Administrative Services. Process billing for external and internal customers. Review chartfields on invoices, prepare invoices, and process invoice credits and rebilling. Review A/R transactions for accuracy and proper documentation. Research and resolve any invoicing errors including budget errors. Submit requests for creation of new customer accounts and customer updates. Monitor outstanding balance due accounts and follow-up with customers regarding payment. Review and manage Aging report on monthly basis and provide explanation to Manager on quarterly basis. Research and respond to external customer inquiries regarding billing and outstanding payments. Investigate and audit inquiries regarding uncollected balances on accounts. Process contractual billings on monthly or quarterly basis. Coordinate signatures on MOU's/contracts and review contracts for accuracy and documentation. Prepare contractual billings during scheduled frequency (monthly, quarterly, annually).  Review contracts for accuracy, proper documentation, and coordinate all signatures in timely manner.
Conduct regular timesheet audits to verify the accuracy of payroll data and calculations, ensuring compliance with organizational policies and regulations. Reconcile attendance and leave with timesheet and resolve discrepancies in timely manner to maintain accurate records. Manage and process payroll for assigned departments accurately and in a timely manner, ensuring compliance with university policies and relevant regulations. Communicates USF Leave Process to employees, providing information regarding various leave programs; regulates consistency and accuracy to ensure compliance; monitors leave entered into GEMS for accuracy and addresses any discrepancies with the employee and supervisor. Generates special leave reports as requested by Director or leadership.
Audit PCard receipts for adherence to University PCard Compliance policies and procedures. Reconcile transactions against departmental accounts and identify any discrepancies. Compile approximately 80 PCard statements monthly coordinating and obtaining signatures from PCard holder, supervisor, and reconciler timely. Review all receipts/invoices for compliance with PCard rules and regulations. Maintain PCard tracking spreadsheet for accuracy and compliance. Create dynamic financial reports for analyzing various expenses.
Process and reconcile FAMIS billing on monthly basis. Review all transactions for posting accuracy and submit correction journals as needed. Review and resolve all budget errors within the billing systems. Research billing errors and contact departments/colleges/stakeholders to resolve discrepancies in billings within a timely manner. Prepare reconciliation reports, analyze data for any discrepancies in billing systems and work with management to resolve errors. Serve as liaison between ASBC and Service Center for all FAMIS inquires and questions.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.
PREFERRED:
Bachelor's degree in Human Resources, Finance, Accounting, Business Administration, or related field. Certified Payroll Professional (CPP) or Professional in Human Resources (PHR) certification is a plus. Proficiency in financial software and HRIS platforms like Oracle. Strong written and verbal communication skills are essential given the need for effective communication with employees, stakeholders, and cross-functional teams.
SPECIAL SKILLS/TRAINING:
Effective communication skills are essential for interacting with employees, resolving inquiries, and liaising with various stakeholders. Equally important are problem-solving abilities to address discrepancies and deliver efficient solutions. A customer-centric approach, combined with multitasking capabilities and a commitment to confidentiality, is vital for providing exceptional service and maintaining data privacy. Collaborative teamwork and a willingness to continuously learn and adapt to evolving technologies and industry practices round out the essential skills and attributes for success in this role.

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36107

Posting Date:  1/22/2024

Posting End Date: 03/12/2024

How to Claim Veteran's Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

Campus map and location overview: USF - Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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