OPS Fiscal Assistant - Department of Pediatrics

Main Campus (Gainesville, FL)
Oct 21, 2020
Institution Type
Four-Year Institution
OPS Fiscal Assistant - Department of Pediatrics

Job no: 514908
Work type: Temp Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Business/Accounting/Finance, Office/Clerical
Department:29090100 - MD-PEDS-ADMINISTRATION

Classification Title:

OPS Fiscal Assistant

Job Description:

The College of Medicine, Department of Pediatrics has diverse academic missions including research, patient care, clinical service contracts and the medical education of residents, fellows, medical students and healthcare professionals, Graduate Assistants and Postdoctoral Associates in the research arena.

The Department of Pediatrics is seeking candidates with fiscal experience in PeopleSoft/myUFL for an OPS Fiscal Assistant. The incumbent will be responsible to the Finance and Administration Manager in the Department of Pediatrics Fiscal Office. The incumbent will be responsible for handling fiscal functions within Pediatrics Fiscal Shared Services Office and performs various fiscal and clerical transactions in support of the department. This position requires an individual who can manage many tasks, interact with individuals across campus and represent the office inside and outside the University. The incumbent is expected to work independently with minimal supervision and must be proactive with assignments, have attention to details and take ownership of assigned responsibilities.

myUFL Payment Solutions:

  • Processes invoices and vouchers for payments from all Pediatrics accounts
  • Verify that accounts have proper funds available in the line or category prior to processing
  • Input vouchers for encumbered (reconciles vouchers to the PO) and unencumbered payments (processing check requests).
  • Purchase Orders & myUF Market Requisitioner:

  • Reviews myUF Market shopping carts received from divisional shoppers and places orders
  • Is responsible for initiating purchase orders for the department from all Pediatrics funding sources
  • Processes requisitions to purchase, change orders, and encumbrances
  • Completes process to have new vendors added to the UF system working with divisional faculty and staff on collecting necessary forms adding new vendors to the PeopleSoft system.
  • myUFL and FCPA Journal Entries and Budget Errors Report:

  • Enters and tracks journal entries into PeopleSoft and provides reports to divisional administrators for the transactions
  • Responsible for the all types of journal entries: E2E, E2R, and ONL
  • Responsible for attaching an appropriate back up documentation to all journals entered.
  • Responsible for rectifying budget errors tied to financial transactions
  • Email, phone, record keeping, mail support:

  • Responsible for monitoring and responding to emails sent to the Peds-Fiscal listerv regarding all fiscal activities
  • Answering phone calls and responding to phone inquiries
  • Maintains contact with Finance and Accounting, Purchasing, Contacts and Grants regarding vouchers, change orders, and other documentation of expenditures to insure the process is completed in regards to all fiscal duties assigned.
  • Mail run support for Pediatrics UF Health Shands North Tower, sorting and distributing all incoming mail for Peds-Fiscal/Payroll office
  • Special projects as assigned by the supervisor.
  • Office Support:

  • Back up to the other OPS/TEAMS Fiscal Assistant I for approving PCards, processing deposits in myUFL, UFF and FCPA; creating FCPA journals and vouchers.
  • Clinical Service Support/Customer Service:

  • Answers a multi-line phone system in the Super PAC
  • Document patient-related messages in the electronic medical record and send to appropriate medical professional for follow up
  • Schedule routine outpatient clinic appointments.
  • Update patient electronic medical record, including demographics, insurance, and provider information.
  • Provide direct, real-time phone triage, patient services and problem-resolution including registration and scheduling, with an emphasis on timely, seamless, patient-centered service
  • Expected Salary:$14.00-$16.00 per hour; commensurate within this range based on qualification and experienceMinimum 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 processing fiscal transactions in Peoplesoft/myUFL
    • Create, review, post and balance fiscal records
    • Perform basic mathematical calculations
    • Work successfully in a fast-paced work environment
    • Work with deadlines; plan and organize work assignments
    • Work independently on assigned tasks and duties
    • Productively handling multiple tasks and projects of confidential nature
    • Attend to details with a high level of quality
    • Evaluate situations critically, independently make decisions, and obtain solutions while operating within policies, laws, rules, and guidelines
    • Communicate effectively with people of all professional levels
    • Interpersonal skills; written and verbal communications skills


    • Microsoft Word, Outlook, Excel and Internet Explorer
    • Bookkeeping principles and practices
    • Office procedures and practices

    Other Qualifications:

    • Self-starter
    • Exercises good judgment
    • High personal/professional integrity standards for administrative staff
    Special Instructions to Applicants:

    To be considered for this position, please include a cover letter, resume, and a list of professional references with your online application form.

    This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

    Health Assessment Required:No

    Advertised: 03 Nov 2020 Eastern Standard Time
    Applications close: 17 Nov 2020 Eastern Standard Time

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