Job no: 522436
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Clerical, Veteran's Preference Eligible
Department:29180100 - MD-NEUROLOGY-ADMIN/EDUC

Classification Title:

Fiscal Assistant III

Job Description:

Travel Authorizations & Reimbursements:
Responsible for processing travel authorizations and expense reimbursements for all departmental faculty, staff, students and visitors, ensuring costs are reasonable, appropriate and charged to correct division and funding source. Educates and assists employees and visitors on the university’s rules and regulations as they apply to travel. Keeps up-to-date on University travel and expense directives and procedures, advising staff of changes. Acts as liaison with core office, identifies and resolves issues related to travel and reimbursements.

Clinical Trial budgets:
Responsible for creating budgets for clinical trials. Negotiate with industry sponsors and create internal and external budgets according to the protocol. Create revenue tracking logs and track study related expenses throughout the duration of the study. Assist with purchasing of study supplies, pay invoices for study expenses and ensure all study payments for clinical trials are paid to appropriate parties. Update budget and tracking logs for amendments.

Reconciliations:
Responsible assembling all backup documentation needed for monthly reconciliation of departmental fiscal activity against monthly ledgers, ensuring appropriate backup documentation exists for every transaction processed. Reconciles source documents to ledgers, identifying any issues before routing to Finance Director for final approval. Assists in auditing and maintenance of routine expenses, ensuring the department is being appropriately charged for services received and that those charges are posted to the appropriate fund source(s) and division(s).

Purchasing:
Purchases goods and supplies using both pcards and purchase orders. Creates purchase requests and processes assigned carts in myUFMarket. Manages departmental office supply inventory, ensuring sufficient funding for and appropriateness of purchase. Identifies and resolves issues related to purchasing. Keeps up to date on University purchasing directives and procedures, advising staff of changes.

Accounts Payable:
Responsible for paying invoices and creating check requests in UF’s MPS system. Verifies funding source, that purchase is appropriate for source of funds, and that there is sufficient funding to process payment. Verifying receipt of item or service before payment is made. Research problem invoices and contact vendors as necessary to resolve payment or delivery problems. Responsible for verifying/reconciliation of departmental p-cards, scanning and attaching backup for approval processing and filing of hard and electronic copies. Assist vendors, faculty and staff with payment inquiries, identifying and resolving any issues. Keeps up-to-date on University disbursement directives and procedures, advising non-fiscal staff of changes.

Performs special projects and other duties as assigned. Preparation and development of spreadsheets and financial reports as appropriate for use in presenting data to Accountant and Finance Director.

Expected Salary:

Expected salary range is $20 - $23/hr commensurate with education and experience.

Minimum Requirements:

High school diploma or equivalent and five years 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:

Knowledge of myUFL as it relates to travel, fiscal functions, account reconciliations and monthly budgetary reporting.

Knowledgeable of and experience with University and state regulations regarding fiscal, travel and budget.

Proficiency in Microsoft Office programs, especially Excel.

Self-motivated with the ability to work independently with demonstrated problem solving skills and attention to detail

Ability to review fiscal data for accuracy and completeness, to understand and apply applicable rules, regulations, policies, and procedures.

Special Instructions to Applicants:

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

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.

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

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

This is a time limited position.

Health Assessment Required:No

Advertised: 03 Aug 2022 Eastern Daylight Time
Applications close: 17 Aug 2022 Eastern Daylight Time