Fiscal Assistant II

Main Campus (Gainesville, FL)
Oct 21, 2020
Institution Type
Four-Year Institution
Fiscal Assistant II

Job no: 514895
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Clerical, Veteran's Preference Eligible
Department:16120100 - LS-CHEMISTRY-GENERAL

Classification Title:Fiscal Assistant IIJob Description:

The Department of Chemistry is seeking a Fiscal Assistant II. This position is part of the Fiscal Office team that provides services to faculty and staff members of the department. The Department of Chemistry is comprised of 60 Faculty, Scientists and Lecturers, with approximately 119 Federal and Non-Federal grants. The department spends approximately 30 million in grant, foundation and state funding each fiscal year.

Duties and responsibilities include, but are not limited to:

  • Assisting Faculty and the Department with purchasing lab equipment and supplies and other items as needed. They process requisitions and invoices on Federal and Non-Federal grants, State of Florida, and University of Florida Foundation funding in the myUF Marketplace. This involves understanding UF’s Procurement policies regarding purchases including those required to procure assets. Processing invoices involves comparing shipping documents with items received, checking invoice price extensions and totals against UF purchase orders. This position requires significant interaction with University staff, scientific vendors and their representatives (including conversations and written correspondence regarding specific vendor problems - i.e. duplicates, damages or short shipments, credits and delivery status reports). Approves purchasing card activity for various accounts verified by Administrative Assistants. This requires frequent interactions with Administrative Assistants and Faculty to ensure items are received and paid accurately and timely. Reconciles and reviews input of various purchasing activity for accuracy.
  • Processing employee reimbursements for the Department of Chemistry. This involves verifying that the expenditures align with UF policies and processing the reimbursement in the Travel and Expense module in PeopleSoft. Prepares deposits in PeopleSoft for checks, wire transfers or credit cards payments received by the Department.
  • Create journal entries to correct various errors, as necessary. They will also create spreadsheet journal entries in order to process departmental billing for services provided by one or more of our auxiliaries. These journal entries will charge grants and other accounts for work completed by the scientific auxiliary.
  • Provide assistance to the Associate Chair and the Human Resources office, as needed. This may include, but is not limited to, textbook adoption, course scheduling, room reservations, or Annual Activity Reports. As well as completing other miscellaneous duties including distribution of mail, answering phones, etc. as needed by the department.
  • Expected Salary:

    The salary range is $16.00 to $18.50 per hour, commensurate with qualifications and experience.

    Pay Range Based on Market:


    Lower reference point: $30,500 Midpoint: $38,100 Upper Reference point: $45,700

    Minimum Requirements:High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

    Preferred Qualifications:Experience with PeopleSoft is preferred. Ability to communicate and work well with others and exhibit a positive attitude is required.

    Special Instructions to Applicants:In order to be considered, you must upload your 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 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: 20 Oct 2020 Eastern Daylight Time
    Applications close: 02 Nov 2020 Eastern Standard Time