Collections Fiscal Assistant – Fiscal Assistant 2

Main Campus (Gainesville, FL)
Jan 10, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515438
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Veteran's Preference Eligible
Department:55080100 - LB-ACQUISITIONS / LICENSING CH

Advertised: 08 Jan 2021 Eastern Standard Time
Applications close: 29 Jan 2021 Eastern Standard Time

Classification Title:

Collections Fiscal Assistant – Fiscal Assistant 2

Job Description:


The Collections Fiscal Assistant (Fiscal Assistant 2) is a member of the Accounting & Serials (A&S) Unit of the Acquisitions & Collections Services Department of the George A. Smathers Libraries at the University of Florida. This position reports to the A&S Unit Manager and is responsible for the purchase and refund transactions for the Acquisitions & Collections Services Department using Aleph and PeopleSoft. This position is responsible for final posting, approval and record keeping of purchasing card transactions in the department; tracking, verifying, reconciling unit records, processing expense refunds, and the maintenance of vendor records in the Library Management System. Responsibilities also include providing administrative and accounting support for the Acquisitions & Collections Services and Cataloging & Discovery Services Departments.

The library encourages staff participation in reaching management decisions and consequently the <> will serve on various committees and teams. To support all students and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.


P-Card Transaction Approval

  • Responsible for UF purchase card daily transaction processing and monthly reconciliation in Peoplesoft, the UF financial administration system
  • Provides proper documentation for scanning transactions at UF Purchasing
  • Maintains unit productivity database for regular invoice and p-card transactions
  • Identifies all uploaded and vouched payments in UF financial system in order to originate, validate and transmit electronic voucher supporting documentation as required by UF Finance and Accounting administration

Payment Record Review

  • Verifies budget and object codes and confirms invoice total agrees with net amount in ALEPH before approving and closing the payment record
  • Uses ALEPH/PeopleSoft Accounts Payable Interface to complete payment transactions in the Library and UF financial management systems
  • Verifies transactions batch-uploaded into the Peoplesoft A/P-Disbursements module
  • Monitors balances in Peoplesoft accounts used by the Acquisitions & Collections Services Department which includes maintaining the online ledger workbooks for the Accounting & Serials Uni

Vendor Maintenance

  • Creates and maintains vendor records in the Library Management System
  • Coordinates vendor record creation and/or maintenance in Peoplesoft with Vendor Maintenance Team at UF Disbursements Services
  • Initiates affidavit procedure for replacement checks requested by vendors when payments are lost in mail

Cost Share Coordination

  • Coordinates cost sharing arrangements with UF Health Science Libraries, Warrington College of Business Administration, and other UF academic units and maintains records pertaining to these transactions
  • Communicates with fiscal personnel in outside of the libraries regarding payment processing

Other Duties

  • Responsible for ordering supplies for the Acquisitions & Collections Services Department and the Cataloging & Discovery Services Department; coordinates printer repair and maintenance through UF PrintSmart program
  • Participates in special projects and performs other duties as assigned. Serves on committees as appointed and participates in staff development opportunities.

Expected Salary:

Minimum hourly rate at $16.69; Actual rate will reflect experience and credentials

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 accounting system
  • Experience with Integrated Library Systems, such as Aleph or Alma
  • Experience with Microsoft Office applications (Excel, Word and Outlook)
  • Ability to understand and follow policies and procedures
  • Ability to review data for accuracy and completeness;
  • Customer service experience
  • Ability to work within deadlines and achieve goals
  • Ability to work both independently and collaboratively with faculty, students, administrators, and the general public
  • Ability to plan, coordinate and organize work assignments
  • Ability to adapt quickly to changing priorities
  • Ability to exercise good judgement in handling sensitive and/or confidential information
  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.
  • Excellent verbal and written communication skills

Special Instructions to Applicants:

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

Application Process

To apply, submit

  • a cover letter detailing your interest in and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)

Apply by January 29, 2021. Applications reviewed as received. Submit all application materials through the Jobs at UF online application system. Failure to submit the required documents may result in the application not being considered. If you have any questions or concerns about this process please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at [email protected].

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:


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