Accounting Specialist

University of Florida•Gainesville, FL

14h

About The Position

This position coordinates with Deans, unit heads, and the Development Office to oversee the use of college foundation funds. Responsibilities include monitoring accounts for underutilization, responding to audits, developing budgets, processing journal transfers, and maintaining records for endowed faculty accounts. The role also involves preparing financial reports, serving as a resource for departmental staff on fund management and purchasing, investigating discrepancies, and assisting with research participant processes. Additionally, the position initiates purchase requisitions, manages purchase orders, processes invoices, executes purchases using the university P-Card, and purchases office supplies. It also handles requisitions and payments for new employee relocations, computers, and printers, manages deposits for returned checks, and maintains support fund transfers and balances. The role oversees procurement and maintenance of office supplies and equipment, manages insurance renewals, and maintains the college's electric vehicle, including its usage log and power levels. It reconciles non-grant Warrington College of Business transactions, coordinates participation in the UF Space and Inventory Allocation system, and administers the Lenel access control system, granting and removing building access for faculty, staff, and students. The position also assists with payroll oversight, hires, supervises, and trains Hough Hall monitors and student assistants, attends HR Forums, distributes class attendance reports, and provides support for college commencement activities. Finally, it serves as backup support for the Dean’s Office front desk and for the Director of Administrative Services in areas such as security access, payroll distribution, and HR approval functions.

Requirements

A bachelor’s degree in an appropriate area of specialization.
Two years of experience.

Nice To Haves

Knowledge of University of Florida fiscal policies and procedures.
Familiarity with UF financial systems including PeopleSoft and foundation accounting systems.
Knowledge of purchasing, travel, payroll, and personnel procedures.
Ability to analyze financial data and maintain accurate accounting records.
Strong attention to detail and organizational skills.
Ability to communicate effectively with administrators, faculty, and staff.
Ability to work independently and manage multiple priorities under deadlines.

Responsibilities

Coordinate with Deans, unit heads, and Development Office to oversee college foundation funds.
Monitor college foundation accounts for underutilization and notify relevant parties.
Oversee response to audits of college foundation accounts and directly respond to audits of funds administered by the Dean’s or Sr. Associate Dean’s office.
Develop the All Funds Budget for the Dean’s Office and Development.
Serve as Fund Administrator with signing authority for college foundation accounts administered by the Dean’s office.
Process journal transfers for foundation accounts, including faculty expense budgets, departmental scholarship funds, and other reallocations.
Maintain records for all endowed faculty accounts.
Prepare and distribute professorship appointment and renewal letters.
Monitor accounting functions and internal fiscal controls for Dean’s Office state appropriations and foundation accounts.
Reconcile ledgers with PeopleSoft Commitment Control and UF Foundation statements.
Prepare financial reports, fiscal summaries, and statistical data for Deans and other college administrators upon request.
Serve as a resource for departmental staff on foundation fund management, purchasing procedures, and HR processes.
Investigate and resolve accounting or billing discrepancies in coordination with appropriate campus offices.
Assist departments with UF Research Participant processes, including forms and electronic gift card distribution.
Initiate purchase requisitions, manage purchase orders, receive goods, and process invoices for various departments.
Execute purchases using the university P-Card.
Purchase supplies for the Dean's office kitchen for meetings.
Process requisitions and payments for new WCB employee relocations, desktop computers, laptops, and printers.
Manage deposits for returned checks and maintain support fund transfers and balances for faculty and postdoctoral researchers.
Oversee procurement and maintenance of office supplies and equipment for units within the Dean’s purview.
Manage insurance renewals and maintenance coordination for the college’s electric vehicle.
Maintain a usage log for the college’s electric vehicle and ensure it has sufficient power.
Reconcile non-grant Warrington College of Business transactions using the Department Financial Transaction Review Dashboard (DFTR).
Coordinate and manage the college’s participation in the UF Space and Inventory Allocation system, including annual space reporting.
Administer the Lenel access control system, including holiday schedules, time zones, and building access assignments.
Grant and remove building access for faculty, staff, and students in Hough and Bryan Hall.
Grant access to the Behavioral lab in Hough as sent by the director monthly.
Assist with payroll oversight by ensuring time reporting approvals are completed and approving time entries when supervisors are unavailable.
Hire, supervise, and train Hough Hall monitors and student assistants in the Dean’s Office, including scheduling, time tracking, and payroll coordination.
Attend HR Forums and disseminate relevant updates to college departments.
Distribute class attendance reports to academic units for verification.
Provide support for college commencement activities, including procurement and payment processing.
Serve as backup support for the Dean’s Office front desk, including phones, key distribution, room reservations, and parking tokens.
Provide information and assistance to visitors and callers, handling inquiries with professionalism and discretion.
Cross-train and serve as backup to the Director of Administrative Services in areas including college security access requests, payroll distribution processing, and Level One HR approval functions.