Job Information
University of Florida Fiscal Assistant II in Gainesville, Florida
Fiscal Assistant II
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532081&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532081
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 33070000 - HP-CLINICAL / HLTH PSYCHOLOGY
Classification Title:
Fiscal Assistant II
Job Description:
Procurement/Expenditures
Responsible for all procurement, disbursements and reimbursements within the PeopleSoft application for all faculty, students and staff within the Department, including all clinical procurements and disbursements. This includes purchases via PCARD, Purchase Order and requisitions and payments for all these expenditures. Receives and analyzes requests for purchases to determine appropriate mechanism for payment (purchase order or Pcard). Utilizes own PCARD to make purchases as requested and approved by the Assistant Director. Processes requisitions for expenditures in MyUFMarketplace system. Places all specialty orders, upon approval by the Assistant Director. Works with Assistant Director to ensure all purchases and expenditures are within federal and state laws, UF policies and procedures and college policies.
Processes reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy. Files all expenditure data for approval by the Assistant Director. Responsible for the preparation and processing of outside vendor invoices, payment authorizations, interdepartmental encumbrance and purchase requisitions. Subsequent Vendor follow-up and tracking of expenses within the PeopleSoft application. Reconciles UF Purchasing Card (PCARD) issued to department associates weekly.
Travel
Prepares pre-approval requests and processes travel requests in the PHHP TAR system, travel encumbrances, authorizations expenses, etc. for the department. Works with Chair’s Administrative Assistant and/or the Assistant Director as appropriate to coordinate visits for faculty candidates being recruited. Coordinates with PHHP Research Core team member assigned to CHP on travel funded by research and grant funds.
Fiscal Duties
Researches operational problems and errors and recommends and implements solutions. Actively addresses issues and provides customer service to faculty and staff as it relates to fiscal processes. Builds relationships with stakeholders throughout the department, college, university and outside constituents. Processes journal entries, change order requests, cash expense refunds, deposits, etc.
Provides training to new department employees engaging in purchasing activities and engages in onboarding of new faculty to provide an introduction to purchasing at UF and in the Department; continues to advise faculty, staff, and administrators regarding university policies and procedures related to purchasing.
Serves as primary liaison for all maintenance contracts for the department. Maintains maintenance agreements and contacts for repairs of all equipment.
Maintains ledgers of all flex expense accounts and tracks monthly expenditures. Monitors flex account balances and keeps Assistant Director abreast of all pertinent spending and balances.
Assists the Assistant Director with various financial tasks as assigned, including running reports, audit preparation, and clinic-related duties as needed.
Works with IT for wiping electronics clean when users leave and coordinates set up of electronic equipment with IT and new users. Maintains inventory of all IP ports and phones. Coordinates new phone orders or troubleshoots problems and facilitates IP port requests with Telecommunications. Provides equipment information to the College property manager to ensure items are logged and/or decaled upon delivery or installation.
Serves as backup (as needed in times of high volume or for vacation purposes) to the other administrative staff within the department. Also serves as backup for the receptionist functions and responsibilities.
Expected Salary:
$23.00 - $24.90 per hour commensurate with experience and qualifications.
Minimum Requirements:
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
Preferred Qualifications:
Knowledge of University of Florida policies and procedures.
Must have the ability to exercise a high degree of diplomacy and tact; excellent customer service, interpersonal communication skills and demonstrated ability to work with diverse groups of people.
Strong computer skills, particularly PeopleSoft.
Must be highly flexible; able to accommodate changing needs of the department.
Ability to work well under pressure with minimal supervision.
Strong organizational skills.
Demonstrated attention to detail.
Ability to maintain a high level of confidentiality.
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.
This position is time-limited.
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) with your application for consideration.
This position may offer flexible work arrangements such as hybrid/remote work locations and/or schedules that fall outside of the unit's normal business hours; this flexibility would not start until after a probationary period and is contingent on satisfactory performance. This position is not fully remote and will require a campus presence every week.
If an accommodation is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 TDD. Hiring is contingent upon eligibility to work in the U.S. Searches are conducted according with Florida's Sunshine Law.
Health Assessment Required:No
Advertised: 24 Jun 2024 Eastern Daylight Time
Applications close: 15 Jul 2024 Eastern Daylight Time