Accounting Specialist

University of Florida • Gainesville, FL

6d • Onsite

About The Position

This position serves as a primary requisitioner for Grounds, Refuse & Motor Pool Purchase Orders, working with operational departments to ensure accurate receiving documentation for Accounts Payable processing. The role involves entering Purchase Orders into the Work Management System for financial and operational analytics, and providing guidance on Procurement policies and compliance. The Accounting Specialist will review requisitions for budget sufficiency, insurance documentation, and contractual compliance, and collaborate with various departments and vendors to resolve issues and expedite processing. Additionally, the position tracks invoices and receiving documents for timely payment, assists with complex procurement packages, and reviews and approves departmental PCard transactions. The role also involves reviewing billing accuracy for various services, maintaining and analyzing billing records, updating and managing budget tools using Enterprise Analytics, and producing reconciliation and variance reports. The Accounting Specialist will collaborate with supervisors to monitor and resolve AiM-related issues, ensuring consistency between work management and financial records, and providing cleanup for erroneous data entries. The position is responsible for developing, maintaining, and improving financial operations procedures and internal controls, and participating in system implementation projects. Training and communication support includes training new hires, developing procedural documentation, and supporting the rollout of new financial systems. The incumbent is expected to be periodically available during off hours to support campus emergencies and is considered Essential Personnel.

Requirements

• A bachelor's degree in an appropriate area of specialization and one year of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

• Experience with existing UF Financial Systems (PeopleSoft & MyUFL Marketplace) is desirable.
• Experience executing database reports and queries.
• Valid Driver’s License.

Responsibilities

• Serves as primary requisitioner for Grounds, Refuse & Motor Pool Purchase Orders.
• Works with operational departments to ensure receiving documentation is accurate and submitted for Accounts Payable processing.
• Ensures Purchase Orders are correctly entered into the Work Management System to support financial and operational analytics.
• Provides operational departments with guidance on Procurement policies, compliance requirements, and best practices.
• Reviews requisitions for budget sufficiency, insurance documentation, and contractual compliance.
• Works directly with Procurement, Refuse, Motor Pool, Grounds supervisors, and vendors to resolve issues and expedite processing.
• Tracks invoices and receiving documents for timely payment and assisting with complex procurement packages.
• Reviews and approvals departmental PCard transactions.
• Reviews for billing accuracy for Refuse, Motor Pool, Grounds, and related work orders.
• Maintains and analyzes billing records, exception reports, and trend data.
• Updates and manages budget tools using Enterprise Analytics to provide divisions with financial tracking aligned with fiscal goals.
• Produces reconciliation and variance review reports highlighting key cost drivers such as labor, supplies, and contracted services.
• Collaborates with supervisors to monitor and resolve AiM-related issues (e.g., unbilled, outdated, or incomplete orders).
• Ensures consistency between work management and financial records.
• Provides cleanup and resolution of erroneous or outdated data entries.
• Develops, maintains, and improves financial operations procedures and internal controls.
• Participates in implementing improvements to billing, financial, and reporting systems (e.g., AiM, PeopleSoft, Excel).
• Supports documentation of department-wide process enhancements and policy standardization efforts.
• Trains new hires on requisitioning, chartfields, AiM, and receiving processes.
• Develops internal procedural documentation and standardizes workflows.
• Supports rollout of new financial systems, templates, and reporting tools.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level