Job no: 517042
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Business/Accounting/Finance, Veteran's Preference Eligible
Department:29240101 - MD-HOBI-GENERAL

Classification Title:

Fiscal Assistant II

Job Description:

The Fiscal Assistant will act as a fiscal liaison for the Department of Health Outcomes & Biomedical Informatics as well as the Institute for Child Health Policy under the supervision of the Accounting Specialist, and direction of the Assistant Director of Finance. Remote work options available.

This incumbent must provide specialized fiscal support to help facilitate efficient processing of $10 million of expenditures for the Department and Institute. This entails coordination with the department fiscal approver for the acquisition of goods and services, travel, transactional reconciliations. This will require them to coordinate with UF centralized offices and department pre/post award staff for award fiscal management to ensure compliance with all University and sponsoring agency policies and procedures. The ideal candidate must possess general accounting knowledge and an understanding of University accounting principles.

Procurement & Disbursements: Reviews Department procurement requisitions and travel authorizations for verification of budget/funding, confirmation requests are appropriate and allocable to the proposed funding, and approved CAS Exemption is in place, when applicable. Routes requests to faculty, staff, and Accounting Specialist for approval/confirmation to ensure requests are being processed accurately while upholding internal controls. Initiates Purchase Order requisitions in MyUF Market, tracks distribution of POs; monitors Purchase Order contracts to ensure payment schedule is maintained. Other Fiscal responsibilities may include, but are not limited to, processing vouchers for vendor payments, wireless reimbursements and foreign national fees; processes journal entries; initiates and maintains pertinent vendor forms.

PCard: The incumbent in this position is a PCard holder for the Department, making purchases as required for those who do not hold Pcards. Verifies Department PCard transactions in the PeopleSoft system for appropriateness. Monitors all PCard activity within the department by pulling the PCard transactions query daily. Coordinates receipt of appropriate documentation for PCard charges with pertaining faculty and staff on a daily basis to ensure UF PCard deadlines are met.

Travel: Processes all departmental travel authorizations and submits departmental and visitor travel/expense reimbursements. Coordinates travel for the Department faculty, staff and visitors. This can include, but is not limited to, arranging flights, lodging, meeting registrations, and car rentals.

Record Keeping/Reconciliations: Reconciles expenditures with the PeopleSoft Ledgers. Maintain and compile monthly Pcard Aging Reports Department, and monthly Transaction Detail reports for all department and grant funding. Prepares and submits other fiscal paperwork such as change notices, expense refunds, etc. Obtains proper documentation and receipts from all purchases and travel arrangements as required by state, university, and granting agencies. Researches, analyzes, and corrects accounting transaction problems.

Training/UF Directives & Procedures: Attends UF training courses to maintain knowledge and to remain current on all policies and procedures. Makes certain Department is following University Financial and Accounting Directives and Procedures and that all fiscal activities are following UF Procurement policies.

Fiscal Support: Assists in documenting and maintaining department fiscal processes and workflows on an ongoing basis and meets weekly with the Accounting Specialist to review areas of concern. Provides input on fiscal process improvement for overall department efficiency. Serves as backup as liaison with department faculty and staff for fiscal matters in the absence of Accounting Specialist; cross trains with Accounting Specialist to maintain this role.

Work schedule: Monday through Friday, 8am to 5pm, flexible.

Expected Salary:

$16.50 - $18.25

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:

The ideal candidate will have:

• Excellent Excel skills and the ability to present fiscal information in a format that is digestible to a variety of stakeholder.
• Experience and knowledgeable in interpreting UF, State and Federal rules, directives and laws.
• Independent thinking and have confidence in making recommendations on business processes.
• Previous experience with myUFL.
• Excellent communication and organization skills.
• Must be motivated and a self-starter.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume with application.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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.

This is a time-limited position.

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

Health Assessment Required:No

Advertised: 07 Sep 2021 Eastern Daylight Time
Applications close: 21 Sep 2021 Eastern Daylight Time