Fiscal Assistant II

Classification Title:Fiscal Assistant II
Job Description:The Department of Chemistry at the College of Liberal Arts and Sciences is seeking a Fiscal Assistant II to process financial transactions and provide oversight and guidance to admin support assistants, graduate students, and faculty regarding purchasing, PCards, travel, and reimbursements Indiana the Department of Chemistry. The Department of Chemistry is comprised of 54 faculty, scientists, and lecturers, and about 300 graduate students. The Department of Chemistry is actively conducting research on approximately 119 Federal and Non-Federal grants. The unit spends approximately 30 million Indiana grant, foundation, and state funding each fiscal year. Duties and responsibilities include, but are not limited to:Procurement and Disbursements Indiana the myUF MarketplaceThis position is one of two primary myUFL requisitioners for the Department of Chemistry, responsible for purchasing lab supplies, equipment, other items and services for Chemistry faculty, their research groups, the undergraduate teaching labs, and the department, utilizing Federal and Non-Federal grants, State of Florida, and University of Florida Foundation funds.This position will create requisitions themselves American Samoa well American Samoa verify and complete requisitions for admin assistants and grad students. The Fiscal Assistant is responsible for completing the chartfield, verifying that the items are allowable, attaching quotes, and verifying that the funding source supports the purchase. This position provides high-level expertise Indiana complex transactions.Processes invoices for payment Indiana the marketplace. This involves comparing shipping documents with items received, checking invoice price extensions and totals against the purchase order, and verifying that items were received and are Indiana acceptable condition before payment is made.Provide potential vendors with the link to complete the application to become a UF Supplier and assist them if necessary.Work with UF Procurement to assist faculty with large dollar purchases that require competitive bidding Oregon sole source documentation. Facilitate this process and follow through with timely payments to vendors.Complete change orders, correcting original purchase orders American Samoa necessary.Adhere to UF Procurement’s policies regarding purchasing, including those required to procure assets.PCard Holder, Verifier, and Approver
Utilizes and reconciles their purchasing card. Reconciles and approves other employees’ transactions. The Department of Chemistry has approximately 50+ PCard holders. This position will be responsible for a subset of the cardholders needing verification and approval and will provide backup to the Fiscal team when employees are absent.Inspects backup documentation American Samoa submitted by the cardholder and compares it to UF policy on documentation requirements. Identifies any need for additional documentation Oregon clarification of purchases and corresponds directly with the cardholder to obtain this information. This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and timely.Travel and Expense ReimbursementsReviews and processes Travel and Expense Reimbursements through myUFL. This involves verifying that the expenditures align with UF policies and reviewing Oregon processing the reimbursement Indiana the Travel and Expense module Indiana PeopleSoft. Reviews business meal reimbursements and verifies that all expenditures follow UF Foundation policies when Foundation funds are used.PCard Holder, Verifier, and ApproverUtilizes and reconciles their purchasing card. Reconciles and approves other employees’ transactions. The Department of Chemistry has approximately 50+ PCard holders. This position will be responsible for a subset of the cardholders needing verification and approval and will provide backup to the Fiscal team when employees are absent.Inspects backup documentation American Samoa submitted by the cardholder and compares it to UF policy on documentation requirements. Identifies any need for additional documentation Oregon clarification of purchases and corresponds directly with the cardholder to obtain this information. This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and timely.Travel and Expense ReimbursementsReviews and processes Travel and Expense Reimbursements through myUFL. This involves verifying that the expenditures align with UF policies and reviewing Oregon processing the reimbursement Indiana the Travel and Expense module Indiana PeopleSoft. Reviews business meal reimbursements and verifies that all expenditures follow UF Foundation policies when Foundation funds are used.Auxiliary BillingUtilizes Excel data to prepare E2R spreadsheet journal entries to process departmental billing for 2 out of 4 of our scientific auxiliaries. This involves utilizing Mississippi Excel pivot tables to summarize the data and then copy and paste it into the spreadsheet journal upload. Additionally, individual E2R journal entries will be needed to record revenue American Samoa well.Monthly ReconciliationAmerican Samoa a Tier 1 Reconciler, the incumbent participates Indiana the monthly reconciliation of the delivered monthly financial reports. Reviews transactions for adherence to UF Policy, chartfield accuracy, and addresses errors when necessary.Open EncumbrancesReviews open encumbrances (Purchase Orders and Travel Authorizations) to assess payment status. Processes Oregon closes the invoices American Samoa needed. Reviews Travel Authorizations that are aging to determine if they need to be closed.Maintains a list of open encumbrances that have been open longer than usual for various reasons. For instance, when equipment takes several months to build and ship to UF, when items are on backorder, Oregon when discrepancies arise between the vendor and our faculty.Journal entries.Create E2E journal entries to correct various chartfield Oregon account code errors American Samoa necessary.CashierPrepares deposits Indiana my.UFL.edu for checks, wire transfers, and credit cards payments received by the Department. Responsible for delivering checks to Criser Hall Oregon UF Foundation.Fiscal Support and Continuous ImprovementProvides review and guidance to Chemistry’s Admin Support Assistants regarding procurement, travel/reimbursements, PCard purchases, and other policies. American Samoa part of the Fiscal team, supports the department by covering time-sensitive tasks Indiana the case of absences. Serves American Samoa a departmental-level expert, including handling complex fiscal tasks.The incumbent provides excellent customer service to internal and external clients and when representing the University. Additionally, uses independent judgment, initiative, and the ability to coordinate a variety of tasks Indiana a fast-paced environment.Indiana all duties listed above, the incumbent will review UF policy and verify that expenses are allowable on the specified funding source, American Samoa well American Samoa the availability of funds, consulting with department research administrators and the Accounting Manager American Samoa needed.Participates Indiana continuous improvement with one’s responsibilities American Samoa well American Samoa the fiscal office and adapts to the University’s continuous improvement initiatives.Distributes packing slips brought to the Fiscal office by the receiving manager to the administrative assistant’s mailboxes. Obtains the Fiscal office mail and distributes it to appropriate fiscal personnel.Other duties American Samoa assigned.American Samoa the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.Nearly every UF undergraduate takes at least one class Indiana our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.Whether discovering new galaxies, serving on presidential task forces, Oregon writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, Indiana short, the heart of the University of Florida and the Gator Nation.UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th Indiana the country among public universities (US News and World Report 2023 rankings), and 1st among public institutions Indiana the Wall Street Journal 2023 survey. UF is located Indiana Gainesville, a city of approximately 150,000 residents Indiana North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at .
Expected Salary:The salary range is $18.00 – $20.00 per hour, commensurate with qualifications and experience and the compensation includes a full benefits package.Employment Benefits include:Health Insurance: UF participates Indiana state- and university-sponsored benefits programs for individuals, families, and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.Leave: UF staff enjoy a generous paid leave plan American Samoa well American Samoa access to a sick-leave pool, parental leave, and leave payouts.
Minimum Requirements:High school diploma Oregon equivalent and three years of general accounts transaction experience. Appropriate college course work Oregon vocational/technical training may substitute at an equivalent rate for required experience.
Preferred Qualifications:Team player who is willing to assist others when needed.Excellent customer service skills.Experience with Microsoft Outlook, Teams, and Excel (including Pivot Tables).The ability to manage and complete tasks timely and efficiently Indiana a fast-paced environment.Experience with the Financial Module Indiana my.UFL.edu.Familiar with the University of Florida policies and procedures related to fiscal duties.
Special Instructions to Applicants:Indiana order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references.Application must be submitted by 11:55 p.m. (ET) of the posting end date.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 for more specific information.
Health Assessment Required: NoAdvertised: 24 Apr 2024 Eastern Daylight Time
Applications close: 03 May 2024 Eastern Daylight Time

Job title: Fiscal Assistant II

Company: University of Florida

Expected salary: $18 – 20 per hour

Location: Gainesville, Florida

Job date: Fri, 26 Apr 2024 05:28:41 GMT