Fiscal Assistant I

University Of Florida; Gainesville, Northern (FL, KY); On-site; USD 29,000 - 32,000; Full time

Job summary

University of Florida on Main Campus (Gainesville, FL) seeks a Fiscal Assistant I to manage routine purchasing, travel, and PCard reconciliation within the Dean's Office. The role supports fiscal monitoring, billing, and accounts receivable, ensuring audit-ready documentation and timely processing of payments.

The candidate will review invoices, process procurement docs, and assist with travel authorizations and expense reports, while providing administrative support to department staff.

Qualifications

• High school diploma or equivalent with 1 year of general accounts experience.
• Substitution with college coursework or vocational training allowed.

Responsibilities

• Coordinate routine purchasing through UF marketplace and PCard.
• Review invoices, process procurement docs, and ensure audit-ready records.
• Assist with travel bookings, authorizations, and expense reports.
• Monitor and reconcile monthly PCard activity.
• Support monthly DFTR and fiscal reporting tasks.
• Provide back-up administrative support as needed.

Skills

Organizational skills

Attention to detail

Customer service

Communication

Education

High school diploma or equivalent

Tools

Microsoft Excel

UF systems (myUFL, PeopleSoft, UFGO, myUFmarketplace)

Job description

Job no: 540977
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 15010000 - DCP-DEAN'S OFFICE

Classification Title:

Fiscal Assistant I

Job Description:

Procurement and Payables

Coordinate routine purchasing activities through myUFmarketplace and approved procurement methods, including office supplies, equipment, and event materials. Obtain and utilize a University Purchasing Card (PCard) for approved college/departmental purchases. Review invoices for accuracy, process procurement documentation, assign chartfields, troubleshoot routine purchasing issues, and ensure timely payment processing. Reconcile PCard transactions monthly, ensuring receipts, approvals, and supporting documentation are complete and audit-ready.

Travel and Expense Reimbursement

Assist faculty, staff, and students with booking airfare, lodging, vehicle rentals, and other travel arrangements in accordance with UF Travel Directives. Prepare Travel Authorizations, Expense Reports, reimbursements, and supporting documentation in UFGO. Prepare cost comparisons for travel exceptions or personal travel, maintain audit-ready travel files, and provide follow‑up on outstanding documentation and approvals.

PCard Management and Reconciliation

Monitor and reconcile monthly PCard activity, ensuring charges are verified, properly documented, approved, and assigned to the correct chartfields. Maintain compliance with University purchasing and PCard policies while serving as a resource for routine purchasing and PCard questions.

Fiscal Monitoring and Reporting

Perform Level 1 Department Financial Transaction Reviews (DFTR), assist with monthly reconciliations, invoice processing, procurement documentation, and maintenance of organized fiscal records. Assist with billing for various services and accounts receivables. Review financial transactions for accuracy, resolve discrepancies, provide professional follow‑up with faculty and staff regarding missing documentation or approvals, and elevate complex issues as appropriate while supporting overall financial operations.

Administrative Support

Perform other duties as assigned by the supervisor. Provide back‑up support to other administrative and financial staff within the college and departments as needed. Participate in department‑specific training and development opportunities to enhance job performance.

$21 - $23/hour

Required Qualifications:

• 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:

• Strong organizational skills and attention to detail. Proficiency with Microsoft Excel, Outlook, and Word. Ability to manage multiple priorities and meet deadlines. Strong communication and customer service skills. Knowledge of basic accounting principles and experience with travel processing, purchasing, procurement, PCard reconciliation, and UF systems such as myUFL, PeopleSoft, UFGO, and myUFmarketplace is preferred.

This position is eligible for Veteran’s preference.

Health Assessment Required: No

Advertised: 18 Aug 2026 Eastern Daylight Time

Applications close: 01 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.