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Administrative Support AST I

University of Florida
Main Campus (Gainesville, FL)

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Job no: 518563
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical, Veteran's Preference Eligible

Classification Title:

Administrative Support AST I

Job Description:


  • Track and manage grant invoices; process weekly and monthly grant invoices; review for accuracy; prepare for signatures through DocuSign; complete and submit to ESSIE. Maintain copies of invoices in grant files.
  • Assist project manager with preparation of monthly grant invoices. Match monthly grant financial transaction sheets and receipts for monthly reconciliation of grant invoices.
  • Coordinate with ESSIE grant staff and C&G staff for invoice submission
  • Retrieve performance narrative for each grant invoice from project manager and submit to C&G for processing with invoices


  • Reconcile Pcard purchases, coordinating with staff to ensure that all purchases are processed on the correct grant accounts.
  • Maintain required invoices for Pcard and other grant-related purchases ensuring that signatures or email approvals are filed along with the purchasing documents.
  • Process documents necessary to correct any errors that are discovered in the monthly reconciliation process.
  • Process expense refunds to correct charges make to incorrect accounts and account codes. Prepare CAS exemptions and track CAS exemption items.

Travel Paperwork:

  • Prepare and process grant staff travel including entering appropriate information for travel authorizations and expense report approvals; and upon completion of the trip, ensure that the traveler has provided all required receipts for their travel expenditures. Submit to ESSIE for processing.

Service Agreements:

  • Coordinate and obtain required signatures for contractual services agreements.
  • Monitor and resolve issues with vendors. Assist new vendor with paperwork. Ensure vendors have instructions for proper submission of invoices and monitor vendor invoice submissions.

Purchase Requisition:

  • Input purchase requisitions into myUF Market and other related purchasing transactions for processing.
  • Process or coordinate invoices and payments with ESSIE through MyPayment Solutions for assigned grants. Monitor the payments for duplicate payments, ensuring that receipt of goods is confirmed before submitting for payment.
  • Monitor workflow to ensure timely processing of purchasing activities.

Performs other related duties as required.

Expected Salary:

$18.00-$19.00; commensurate with qualifications and experience

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:
  • One year of general accounts transaction experience.
  • Proficient with Microsoft Office Products (Outlook, Excel, Word, PowerPoint, etc.)
  • Ability to communicate effectively in person, on the phone and in writing
  • Ability to interact cordially with faculty, staff, and students
  • Working knowledge of UF travel policies and procedures
  • Working knowledge of UF purchasing procedures and guidelines
  • Experience with online meeting software such as Zoom, Teams, GoToMeeting, etc.
  • Ability to function under stressful circumstances and determine priorities to meet required deadlines
Special Instructions to Applicants:

In order to be considered for this position, applicant must upload a cover letter and resume with application.

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.

We offer flexible work arrangements such as remote work locations (up to 100% remote) and/or schedules that fall outside of a unit’s usual working hours.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:No

Advertised: 14 Mar 2022 Eastern Daylight Time
Applications close: 15 Apr 2022 Eastern Daylight Time

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