Accounting Specialist

University of Florida•Gainesville, FL

About The Position

This position plays a crucial role in managing college foundation funds, monitoring accounts, and responding to audits. The Accounting Specialist will serve as a Fund Administrator with signing authority for foundation accounts, process journal transfers, and maintain records for endowed faculty accounts. They will also monitor accounting functions and internal fiscal controls for state appropriations and foundation accounts, reconcile ledgers, and prepare financial reports. Additionally, this role involves assisting departments with UF Research Participant processes, initiating purchase requisitions, managing purchase orders, processing invoices, and executing purchases using the university P-Card. The specialist will also handle requisitions and payments for new employee relocations and equipment, manage deposits for returned checks, and oversee the procurement and maintenance of office supplies and equipment. This role includes reconciling non-grant Warrington College of Business transactions, coordinating participation in the UF Space and Inventory Allocation system, and administering the Lenel access control system. The Accounting Specialist will also assist with payroll oversight, supervise and train Hough Hall monitors and student assistants, and serve as backup support for the Dean’s Office front desk and the Director of Administrative Services.

Requirements

A bachelor’s degree in an appropriate area of specialization and 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 use of college foundation funds.
Monitor college foundation accounts for underutilization and notify Deans and Fund Administrators.
Oversee response to occasional audits of the college’s foundation accounts and directly respond to audits of funds administered by the Dean’s office 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 required 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 the Deans and other college administrators upon request.
Serve as a resource for departmental staff on foundation fund management, purchasing procedures, and HR processes to ensure compliance with university policies.
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 the Dean’s Office, Development, Doctor of Business Administration Program (DBA) and other departments as needed.
Execute purchases using the university P-Card.
Purchase supplies for kitchen in Dean’s office for meetings.
Process requisitions and payments related to 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.
Make sure EV has enough power at all times.
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 the annual space reporting process.
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.
Assist with payroll oversight for the college 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.
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 while 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 (DSA backup), payroll distribution processing, and Level One HR approval functions.