Fiscal Assistant I

Location
Main Campus (Gainesville, FL)
Posted
Oct 17, 2020
Institution Type
Four-Year Institution
Fiscal Assistant I

Job no: 514871
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance
Department:60090000 - AG-ANIMAL SCIENCES

Classification Title:

Fiscal Assistant I

Job Description:

The Fiscal Assistant I processes fiscal transactions and provides oversight, guidance, and coordination to fiscal operations in the Department of Animal Sciences. This position generally works independently, seeking guidance from the Manager, Administrative Services, the Research Administrator I (RA) and colleagues, as needed. This position interprets UF policies and procedures and advises on funding allowability, where necessary. This position also functions as part of the Business Office and directly contributes to a culture of transparency, continuous improvement, and teamwork.

Purchase Order and Invoices - Receive and analyze requests for purchase orders. Assess the need for quotes based on monetary limits as outlined by UF Procurement and ensure the required justification and approval is included. Provide the information to the requester for adding a new supplier to the UF system, if needed. Input requisitions into myUFMarketplace and submit for approver. Review of invoices either submitted electronically in myUFMarketplace or received by email or by mail. Obtain approval from the appropriate faculty or staff member with the date received and process invoice for payment. Post transactions on accounting spreadsheets, if appropriate.

Pcards - Inspect backup documentation as submitted by the cardholder and compare to institutional policy on documentation requirements. Identify any need for additional documentation, clarification of purchases, appropriate approval(s) and correspond directly with the cardholder to obtain this information. Assess allowability of purchases on specified funding sources, as well as availability of funds, consulting with either the Manager, Administrative Services, or research administrator, if needed. Approve charges in myUFL in accordance with institutional policy and save documentation in electronic file. Post transactions on accounting spreadsheets, if appropriate.

Travel - Review requests for travel authorization as provided by the traveler and ensure that supervisor and/or funding approval has been received for the trip. Identify any needed information or documentation for travel request and correspond directly with the traveler to obtain this information. Advise traveler on any additional steps recommended or required, particularly for foreign travel. Assess allowability of travel on specified funding source, as well as availability of funds, consulting with Manager, Administrative Services, or research administrator, as needed. Enter travel authorization in myUFL with attached documentation, save documentation in electronic file and submit for approval. Post travel authorizations on accounting spreadsheets, if appropriate. Review travel expense reimbursement (ER) requests as provided by the traveler. Confirm that supervisor approval or travel authorization was obtained prior to travel, and request justification for the lack of these items, if needed. Consolidate all transactions related to the travel and enter into the travel and expense module of myUFL as appropriate and required by UF policies and procedures. Assess allowability of travel-related expenses on specified funding source, as well as availability of funds, consulting with the Manager, Administrative Services, or research administrator, as needed. Request review and approval of completed ER from traveler, traveler’s supervisor, and funding manager, if different, before submitting ER for approval. Save documentation in electronic file and post expense reimbursements on accounting spreadsheets, if appropriate.

Deposits – Processing of check, cash and EFT deposits as received from units or by mail or notification by email from Treasury Management. Separation of duties among the Business Office staff for this process are followed. Cash and check deposits are to be delivered to either Treasury Management or UF Foundation based on the monetary amount in accordance with Finance and Accounting guidelines. Documentation for each deposit is saved in the Deposit module and in electronic file.

Expected Salary:

$16.28 -$18.20 per hour

Minimum Requirements:

High school diploma or equivalent and one year of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:
  • Experience with the financial modules of myUFL, myinvestiGator, Adobe Acrobat Pro and Microsoft Office programs, particularly Outlook, Excel and TEAMS.
  • Knowledge of University of Florida policies and procedures for fiscal processing and travel guidelines for domestic and international travel.
  • Critical thinking skills when reviewing requests received for processing
  • Professional customer service skills, especially when faced with an unfamiliar question or a difficult problem
  • Excellent reading comprehension and written communication skills
  • Ability to find the root cause of problems and willingness to determine or offer solutions
  • Three years of experience in general account transactions.

Demonstrated commitment to:

  • Transparency through open and honest communication
  • Continuous improvement by communicating struggles and streamlining processes
  • Teamwork by supporting the knowledge and ideas of others
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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

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.

Health Assessment Required:No

Advertised: 16 Oct 2020 Eastern Daylight Time
Applications close: 23 Oct 2020 Eastern Daylight Time

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