Fiscal Assistant I

Main Campus (Gainesville, FL)
Feb 11, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515734
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance
Department:29150000 - MD-OPHTHALMOLOGY

Classification Title:

Fiscal Assistant I

Job Description:

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.

Optical Shop Reconciliation – Perform reconciliation of financial transactions for the UF Eye Center optical shop to ensure accurate collection of revenue from Vision Associates according to terms of the operating contract.

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 Assistant Director 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.Enter travel authorization in myUFL with attached documentation 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.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.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.

Annual Budget Preparation - Assists with annual budget preparation activities, such as data entry into financial system for budget preparation and year-end closeout.

Performs general office duties, such as filing, answering telephones, and handling routine correspondence.

Expected Salary:

$15.00 - $18.00 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 and Excel.
  • 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.

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, resume, and a list of at least three references.

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

Health Assessment Required:


Advertised: 10 Feb 2021 Eastern Standard Time
Applications close: 28 Feb 2021 Eastern Standard Time