Fiscal Assistant II

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

Job summary

The University of Florida seeks a Fiscal Assistant II on Main Campus (Gainesville, FL) to support accounting, travel, and purchasing functions. The role handles PCard reconciliation, travel expense processing, and accounts payable tasks within the SoA department, ensuring policy compliance and accurate record-keeping.

Responsibilities include front desk coverage, deposit processing, and journal entries, with veteran’s preference eligibility and UFGO system involvement.

Qualifications

• High school diploma or equivalent and three years of general accounts transaction experience.

Responsibilities

• Reconcile PCard transactions and inspect documentation for compliance.
• Coordinate travel arrangements and reimbursement processing for staff and students.
• Process invoices and vendor payments, and maintain accurate records.
• Serve as front-desk backup: greet visitors, answer calls, and manage mail.
• Process deposits and journal entries as required by policies.

Skills

Excel

Multitasking

Office software

Verbal/written communication

Tools

myUFL

PeopleSoft

UFGO

myinvestig ator

MS Office

Job description

Job no: 541245
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 15020000 - DCP-SCHOOL OF ARCHITECTURE

Classification Title:

Fiscal Assistant II

Classification 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.

Job Description:

PCards & Travel

PCards: Reconciler for SoA PCard holders. Inspect backup documentation as submitted by the cardholder and to ensure University policy on documentation requirements are met. Identify need for additional documentation or clarification of purchases and correspond directly with the cardholder to obtain this information. Assess whether purchases are allowable on specified funding sources, as well as the availability of funds, consulting with the Manager, Administrative Services and/or Director as needed. Monitor cardholder spending patterns and practices and bring any questionable cases to the attention of the manager and/or director.

Travel & Expense, Cash Advance

Travel & Expense, Cash Advance: arrangement & processing for faculty, staff, students, visitors, and Ph.D. research travel. Interpret University spending and travel policies. Coordinates travel arrangements and reimbursement processing for School Director. Liaison to Travel, faculties, and guests by email, phone, and in-person on behalf of SoA. Correspond with International Center for travel-related issues for foreign travel. Review requests for authorization as provided by travelers and ensure that supervisor and/or funding approval has been received for the trip. Identify any need for additional documentation or clarification of travel requests and correspond directly with the traveler to obtain this information. Advise travelers on any additional steps recommended or required, particularly regarding foreign travel. Assess whether travel is allowable on the specified funding source, as well as the availability of funds, consulting with department research administrators and the Accounting Manager as needed. Enter travel authorization in myUFL when required by departmental or institutional policy. Post-travel authorizations on accounting spreadsheets. Review requests for reimbursements as provided by travelers. Confirm that supervisor approval or travel authorization was obtained prior to travel, and request justification for the lack of these items when needed. Consolidate all transactions related to the travel and enter in UFGO as appropriate and required by institutional policies and procedures. Serves as UFGO ambassador for SoA. Monitor deadlines and keep the director, manager, faculty, and students abreast for Fiscal & travel.

Accounts Payable / Purchasing

Invoices: Paying Vendors. Authorized purchaser for MyUFmarket; order and process requisitions and software. Requests decals for equipment when required – all capital equipment and any electronic equipment that holds data, etc. Foreign & Domestic Honorariums: Arrange & Process forms, documents & ePAF for payments. Liaison between guest Speakers, faculty, department, and UF/Payroll & Tax Office by phone, email, fax, and in-person to complete the paperwork and modify the letter of offer to process in the system. Material & Supplies and Equipment Fees: maintaining, purchasing, and paying vendors. Contact vendors to resolve any issues.

Serve as a Tier 1 monthly account reconciler for State, Auxiliary, Foundation, M&S funds. Supply statistical data to Director and Office Manager as requested. Filing, maintaining, and keeping electronic records for all fiscal matters for audit purposes and easy access to office staff. Work with Manager, Administrative Services on items needing correction if / when found when reconciling.

Front Desk back up in absence of receptionist

Greets internal and external customers (visitors, parents, students, vendors etc), Answering/ routing phone calls, respond to inquiries, taking messages, distribute mails. Process FedEx (overnight mail), receive incoming delivery /packages and sign and notify recipient. Liaison between dean office and other departments, faculties, and students and both internal/ external customers in person, phone, and email. Clerical / secretarial functions (copying, faxing, scanning, work order, etc. for the purpose of supporting office operations. Assist Director with miscellaneous clerical / secretarial duties and travel as needed. As assigned / needed assist office receptionist and staffs as a team in various occasions (jury review, award ceremony, etc. for arrangements inside of the office). Maintains office supply inventory and order, interacts with vendors

Deposits & Journal Entries

Process Deposits and Journal Entries: ONL, E2E, E2R as needed

$21 -$23/hour.

Required Qualifications:

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:

• Experience with financial modules in myUFL / PeopleSoft - UFGO, myinvestiGator and MS Office programs,
• especially excel.
• Ability to multitask.
• Ability to work and carry out assigned responsibilities independently and effectively.
• Ability to communicate with the public tactfully and courteously.
• Knowledge of office practices and procedures.
• Knowledge of effective use of verbal and written communication skills.

Background check required.

This position is eligible for Veteran’s preference.

Health Assessment Required:

Health Assessment Required: No

The University of Florida is an Equal Employment Opportunity Employer.

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