Job Information
University of Florida Fiscal Assistant III in Gainesville, Florida
Fiscal Assistant III
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532806&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532806
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 34060700 - DN-COMMUNITY DENTISTRY
Classification Title:
Fiscal Assistant III
Job Description:
Fiscal Management and Compliance
Oversee and process fiscal transactions for the department, ensuring documentation of goods received, verifying accuracy of vouchers, and processing of invoice payments through myUF MarketPlace. Monitor and reconcile p-card charges in UFGO for all P-card holders across the department. Acquire and review necessary documentation to reconcile transactions, ensuring compliance with UF purchasing directives. Support all CDBS programs by assisting with p-card requests, updates, and setting up myUF MarketPlace profiles for new personnel. Liaise effectively with UF and College of Dentistry departments for processing transactions and facilitating smooth fiscal operations across all CDBS units. Manage fiscal year-end closeout processes.
Procurement and Vendor Relations
Generate and manage purchase orders in myUF MarketPlace for the department, including offsite locations, ensuring timely and accurate procurement of equipment and supplies. Assist faculty, lab managers, and clinic staff with maintenance agreements and equipment orders, resolving any issues that arise. Collaborate with departments to ensure accurate transaction processing across all accounts, including state, Academic enrichment funds (AEF), grants, and UF Foundation funds, and escalate any issues to the Assistant Director. Serve as the liaison with vendors to address and resolve any discrepancies or concerns related to invoice payments and related fiscal matters.
Financial Reconciliations & Budget Management
Maintain and update transaction reconciliation files for all CDBS units, including AEF, state, grants, and foundation funds, ensuring up-to-date and accurate documentation and compliance with University and College of Dentistry directives and guidelines. Prepare journal entries to correct accounting discrepancies and process cash expense refunds. Monitor department budgets and ensure alignment with fiscal policies. Provide financial documentation for audits.
Travel & Expense Management
Manage travel requests and expense reports in UFGO, ensuring all required documentation is secured and processed accurately. Oversee travel arrangements and reimbursements for all CDBS faculty and staff, including those at offsite clinics and outreach locations.
Perform additional responsibilities as assigned, contributing to the overall efficiency and success of the department
Expected Salary:
$20.00 - $24.00/hr., 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:
-Ability to take initiative to anticipate problems and proactively propose solutions.
-Excellent communication, organizational, and computer skills (including the MS Office Suite).
-Must be able to work independently, maintain confidentiality, and exercise good judgment at all times.
-Ability to assess tasks for priority and manage time accordingly.
-Willingness and ability to learn new tasks.
-High level of attention to detail is essential.
-Demonstrate professionalism in interactions with faculty, staff, and visitors, whether in person, through written communication, or via telephone.
-Previous UF fiscal experience.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume.
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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 10 Sep 2024 Eastern Daylight Time
Applications close: 17 Sep 2024 Eastern Daylight Time