Fiscal Assistant III

Job No: 527184
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 34060700 - DN-COMMUNITY DENTISTRY

Job Description


Classification Title:
Fiscal Assistant III

Job Description:

Responsible for reviewing and processing fiscal documents that flow through the department; includes verify receipt of goods from the offsite clinics, approving invoices in myUFL payment solutions, checking accuracy of vouchers in PeopleSoft, monitoring all p-card holder's charges for all CDBS departments, and acquiring documentation needed to reconcile and approve. Ensures accuracy and fund availability for marketplace orders from the grants office for grants purchases. Ensure that p-card holders comply with University of Florida (UF) purchasing card guidelines. Assist all CDBS programs with requesting new p-cards or updating p-card holders. Setup profiles in the marketplace for all new personnel. Liaises with HealthNet, Enterprise Infrastructure, and Operations (EI&O) for all CDBS departments.

Create purchase orders in myUFL market for the CDBS office, including our offsite clinics in St Petersburg, Hialeah, and Naples clinic to purchase supplies; assist faculty and lab managers with maintenance agreements and equipment orders. Work with departments for accuracy and problem solving in completing the transactions for all accounts (state, academic enrichment funds (AEF), grant, and UF Foundation) and report any problems or issues to the office manager. Liaise with Payables and work with vendors on issues related to invoice payments and other fiscal matters.

Maintain the fiscal files for all CDBS departments AEF, state, grants and foundation funds, ensuring that the files are kept up to date at all times. Prepare journal entries as needed to correct clerical accounting discrepancies. Prepare paperwork for cash expense refunds. The incumbent processes journal entries (as needed) to correct discrepancies. Monitors state budgets for the CDBS department.

Responsible for entering travel authorizations in PeopleSoft, AEF, state, grant and foundation funds. Prior to trip, secure internal travel request form from all CDBS residents, faculty, offsite faculty and residents, CE speakers, etc. Enter expense reports in PeopleSoft for reimbursement of travel for all CDBS staff, residents, faculty, including all offsite clinic faculty, staff and residents. Reconcile CDBS clinical, state, grant and foundation funds. Send documentation monthly for grant funds to the appropriate area for reconciliation. Complete the University of Florida Foundation Payment Authorization form for all CDBS departments and submit to the dean's office for signature.

Maintain final paylist for the department. Assists with annual budget preparation and year-end closeout. Implements new systems to ensure we are in compliance with all purchases. Participates in focus groups as a representative for the college. Provides financial documentation for auditors upon request. Reports and certifies space allocation annually for the school. Assists with effort reporting.

Expected Salary:

$46,000 - $55,000/per year, commensurate with education/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 accounting principles and practices
- Knowledge of UF rules and regulations regarding use of funds from various sources

- Skilled in maintaining electronic and paper records
- Skilled in using a computer for account management, including (but not limited to) PeopleSoft and University of Florida College of Dentistry (UFCD) database programs and software
- Skilled in communicating effectively verbally and in writing

- Ability to organize

- Takes initiative; actively involved in problem solving information related to all fiscal aspects of the position on an ongoing basis

Special Instructions to Applicants:

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

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

Health Assessment Required:
No



Applications Close: 07 Jun 2023

To apply, visit https://explore.jobs.ufl.edu/en-us/job/527184/fiscal-assistant-iii

The University 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.









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