Accounting Representative (Finance & Administration - Medicine)

Job description

Job Title: Accounting Representative (Finance & Administration - Medicine)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 48992

College of Medicine Finance & Administration

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at:


Conducts daily reconciliation of payroll and expense detail for assigned College of Medicine (CoM) budgets. Ensures any needed corrections are completed in a timely manner. Maintains proper electronic documentation, ensuring files are complete. Serves as P-Card purchaser for the College of Medicine. Serves as a liaison to assigned departments in providing training and problem solving skills for any purchasing, inventory, and travel issues that arise.

Responsible for maintaining internal accounting records for assigned COM budgets. This includes recording information into SharePoint and other internal recordkeeping systems utilized to reconcile departmental records to OMNI/BI. Responsible for the audit of encumbrances assuring that all documentation and funding to support requested payment is adequate and in accordance with University policies and procedures, and that appropriate University approvals have been obtained. Serves as P-Card proxy and/or back-up proxy which includes auditing, coding in OMNI, and reconciling in SharePoint charges for assigned P-Cards.

Responsible for creating, processing, auditing, and reconciling invoices in web course (CoM data management tracking system matching faculty and student course hours, course duration, payment recipient information for physician or physician's business entity and percentage of payment based on participation in clinical rotation) for payments at six regional campuses, two training sites, and main campus Office of Medical Education preceptors, including facilitating the Foundation donation payment process.

Prepares and processes the required FSU forms for payment of travel and expenses assuring that all documentation and funding to support requested payment is adequate and in accordance with University policies and procedures, and that appropriate university approvals have been obtained. Creates requisitions in OMNI and SpearMart for processing. Responsible for timely preparation, coordination, tracking and routing of required documentation for vendor purchase orders/invoices through the department for receiving/budgetary authorization to accounts payable. Communicates with vendors concerning purchase orders, invoices and shipping dates. Prepares, processes and tracks Interdepartmental Requisitions (IDRs) for CoM budgets as assigned.

Prepares monthly ledger and P-Card reconciliation´s and financial reports for management and analysts to review to ensure compliance with University policies and guidelines. Serves as P-Card proxy and/or back-up proxy. Consults with and apprises Accounting Specialists of any issues related to reconciliation. Assists Accounting Specialists, Analysts, and management in advising COM departmental staff of budget status. Position receives checks and cash for travel, expenditure reimbursements, and foundation donations.

Prepares OMNI/BI/SharePoint reports and performs OMNI/BI queries and SharePoint updates as assigned. Researches differences between internal records and OMNI/BI data and reports discrepancies to analysts and/or takes corrective action. Creates and maintains folders for new department IDs in SharePoint and assures OMNI set up is correct. Produces monthly management reports in a specified format.

Responsible for yearly inventory process. Assists with opening CoM mail delivered to CoM Finance and Administration and logging in payments as needed. Runs occasional errands on campus. Performs other related duties as identified by supervisor or CoM management required to assure the efficient operation of CoM Accounting. Promotes an atmosphere of teamwork in accomplishing the mission and goals of Finance and Administration, to include participating in the delivery of financial support services for special projects or in meeting key departmental deadlines.


Bachelor's degree; or a high school diploma/equivalent and four years of experience. (Note: post-high school education can substitute for experience at the equivalent rate.)

  • Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.
  • Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP).
  • Experience communicating effectively verbally and in writing.
  • Experience establishing and maintaining effective working relationships.
  • Experience performing accurately in a detail oriented environment.
  • Experience prioritizing, organizing and performing multiple work assignments simultaneously.
  • Experience with Microsoft Excel and Word, or equivalent software.
  • Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules, and regulations.
  • Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
  • Knowledge of accounting systems and practices.
  • Knowledge of collection and/or cash handling procedures and ability to perform monetary transactions.
  • Knowledge of electronic data processing as it applies to fiscal and accounting activities.
  • Knowledge of the concepts, principles, and practices of data collection.
University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

Pay Plan

This is an USPS (University Support Personnel System) position.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, click here or call FSU Human Resources at (850) 644-6034.

IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.


This position is being re-advertised. Previous applicants need not reapply.




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Job No:
Posted: 6/3/2021
Application Due: 6/28/2021
Work Type: Full Time