Fiscal Assistant II/III

UF ECE Ambassadors; Gainesville (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

HWCOE seeks a Fiscal Assistant II/III to support departmental operations across the college under supervision. You will handle procurement, invoicing, travel reimbursements, budget monitoring, and inter-departmental guidance with an emphasis on accuracy and compliance.

The role emphasizes cross-functional collaboration with faculty, staff, and students, offering growth opportunities across three levels and the security of a major public university benefits package.

Qualifications

• Level II requires high school diploma or equivalent and 3 years of general accounts transaction experience.
• Level III requires high school diploma or equivalent and 5 years of general accounts transaction experience.

Responsibilities

• Procurement & Vendor Support: process purchase orders and PCard transactions; assist with vendor enrollments and procurement questions.
• Accounts Payable & Reconciliation: ensure timely invoice processing; handle expense transfers; maintain ledger reconciliation with HWCOE.
• Travel Coordination: support travel requests and reimbursements; maintain audit-ready records; ensure policy compliance.
• Financial Oversight: monitor budgets; track account balances; run daily reports; support fiscal integrity.
• Customer Service: build relationships across departments; answer fiscal questions; guide purchasing and travel procedures.

Skills

Budget principles

MS Office Suite

PeopleSoft

myUFL systems

Communication

Problem-solving

Time management

Procurement procedures

Travel procedures

Education

High school diploma or equivalent

College coursework or vocational training substitution allowed

Tools

PeopleSoft

myUFL

Job description

Classification Minimum Requirements

Level II: 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.

Classification Title

Fiscal Assistant II/III

Classification Minimum Requirements

Level II: 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. Level III: 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.

Job Description

As a Fiscal Assistant, you'll work closely with our faculty, staff, and students to support departmental operations across the college under the direction of the Director or Associate Director. You’ll be trusted with a range of financial and administrative responsibilities including:

• Procurement & Vendor Support: Process purchase orders and PCard transactions, assist with vendor enrollments, and serve as the go-to contact for procurement-related questions.


• Accounts Payable & Reconciliation: Ensure timely invoice processing, handle expense transfers, and maintain accurate ledger reconciliation with the HWCOE.


• Travel Coordination: Support faculty, staff, students, and visitors with travel requests and reimbursements, maintain audit-ready records, and ensure compliance with university policies.


• Financial Oversight: Monitor budgets, account balances, and encumbrances, run daily reports, and contribute to ongoing fiscal integrity.


• Customer Service: Build strong relationships across departments, answer fiscal questions, and provide clear guidance on purchasing and travel procedures.

Why Join HWCOE?

• Career Mobility: With three levels of the role, there’s built-in room to grow as you gain experience and expertise.


• Supportive Team: Work with a friendly, experienced, and committed team that values your input and encourages learning.


• Stability & Benefits: Enjoy the security and excellent benefits of working for a top public university, including health insurance, retirement plans, paid time off, and tuition assistance.


• Meaningful Impact: Help advance the mission of a nationally recognized engineering college driving innovation and research that changes the world.

Expected Salary

Salary is commensurate with education and experience. Level II: $20.00-$24.00 Level III: $23.00-$27.00

Required Qualifications

Level II: 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. Level III: 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

• Familiarity with basic accounting and budget principles, especially in higher education or research environments.


• Proficiency in Microsoft Office Suite (Excel, Outlook, Word), PeopleSoft, and myUFL systems.


• Strong communication, problem-solving, and time management skills.


• Ability to work independently and collaboratively in a fast-paced setting.


• Knowledge of University of Florida procurement, travel, and disbursement procedures.

Ideal Candidate

• You’re dependable, organized, and proactive—a team player who can manage multiple priorities with accuracy and professionalism. You enjoy helping others, solving problems, and keeping things running smoothly behind the scenes. Above all, you take pride in doing your job well and making a positive impact every day.