Job no: 523157
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Veteran's Preference Eligible
Department:60150000 - AG-FOOD SCIENCE / HUMAN NUTR

Classification Title:

Fiscal Assistant I

Job Description:

This position will assist the Administrative Support Assistant III with covering front office receptionist needs. This includes providing coverage during lunch breaks, meetings, absences, or when the other position is occupied with another phone call or walk-in guest. Job duties include, but are not limited to, scheduling meetings, maintaining the calendars for the Department’s vehicles, conference rooms, and parking passes. Greets visitors. Answers inquiries by telephone, email, mail, and in person. Communicates information about standard services, explains and answers questions regarding routine policies and procedures within established guidelines. Assists with logging in packages received and contacting recipients to pick up. Refrigerates items that require it. Create and maintain various fillable PDF forms and excel spreadsheets for administrative office.

Primary person responsible for tracking the receipt of invoices. Follows up with vendors if invoice is missing, matches invoice with original order to confirm details are accurate, serves as a liaison with vendors and purchasing requestor to resolve discrepancies. Ensures that administrative office has received confirmation of receipt of items prior to making payment. Maintains electronic filing system for accounts payables. Uses PeopleSoft and myUF Marketplace to process payments and ensuring auditable backup is included. It will be important that this person have attention to detail to ensure that both the backup and Chartfield information included in all of these transactions are accurate and meets auditing requirements. Monitors vendor payments, ensures that payments are processed timely to obtain vendor discounts when available and not assessed late fees. Reviews invoices to ensure Florida taxes were not charged.

Assists new vendors with UF required forms so they are added to UF’s supplier system.

Prepares the payment for the Department’s Publix account, processes honorariums, and other non-Purchase Order (PO) payments.

Keeps track of credits owed, when applicable. This will include working with FSHN employees and vendors regarding damaged items, returns, etc.

Prepares paperwork for wire transfers or other special payment arrangements, when requested.

Reviews monthly telephone bill against the telephone inventory list, notes inaccurate charges and long-distance concerns, and reviews them with the Administrative Services Manager. Will review other UF Department invoices, confirm accuracy, and document approvals for fiscal files. Will post these expenses to the fiscal spreadsheets.

Responsible for ensuring that the invoices received from UF Animal Services is accurate and that the account they charge is up to date.Maintains appropriate fiscal documentation in Department files.

Ensures that tanks from Airgas are received prior to making a payment.

Works with Administrative Services Manager in preparing the annual Cell Phone Allowance Forms, route for signatures, and enter the monthly allowance payment.

Adheres to University policies and procedures.

Responsible for reconciling all p-card charges. Job functions include, but not limited to, maintaining electronic filing system, reviewing receipts and other back-up for completeness and allowability on account being charged, following up with p-card holder for additional documentation as needed. Attaches auditable back-up documentation to charges in PeopleSoft, enters all accounting details and descriptions, and verifies charges.

This position is responsible for checking figures; ensuring shipping, business purpose, and Chartfield details are entered correctly. Mathematical accuracy, proper codes, and adherence to University policies and procedures are important. Notifies p-card holders of outstanding charges and ensures administrative office receives necessary documents to approve charges within UF’s required timeline.

Generates monthly P-card aging reports and routes for review / signatures.

The University has decided that a few vendors will be set up for SEA, which means that an invoice under $500 from certain vendors will be automatically paid without department approval. The person in this position will be required to generate a daily transaction report, save a copy of the invoice from myUF MarketPlace for the fiscal files, and confirm receipt with purchasing requestor. Damaged items or items not received need immediate attention.

This person will be the primary person to generate the monthly ledgers, save them in the respective fiscal files, and inform the reconcilers when they are available.

Expected Salary:

$16.76 - $19.16 per hour; depending upon experience.

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:

Knowledge of practices and policies governing disclosure of information about business activities and employees due to the shared office suite with the Chair’s Administrative Assistant & HR Generalist. Ability to apply this knowledge appropriately to diverse situations.

One year experience with financial record keeping is preferred.

Person in this position will need to have a disciplined approach to solving problems, which includes having the ability to describe the problem, to discern when it is appropriate to escalate to management, and when to utilize accepted procedures to resolve the issue independently.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of at least 4 professional references.

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.

Health Assessment Required:No.

Advertised: 03 Aug 2022 Eastern Daylight Time
Applications close: 09 Aug 2022 Eastern Daylight Time