Administrative Support AST III

University of Florida•Gainesville, FL

7d•$25 - $27

About The Position

Fiscal Support Adheres to and interprets University financial policy and procedures. Responsible for complex calculations, collection, and verification of financial data and processing of account transactions. Functions fairly independently in accounting and budgetary tasks and serves as a resource providing higher level support within the department's fiscal environment. Creates requisitions for various types of purchase orders and processes all departmental invoices. Process PCard transactions, reconcile charges for the department, review PCard aging reports monthly to ensure proper records. Performs monthly financial and fiscal tasks including billing of commitment and outside revenue. Auditing, tracking, and monitoring operating and FCPA expense accounts. Prepares invoices for internal billing. Tracks and reports Foundation balances monthly. HUMAN RESOURCES Assist with the Department's human resource functions, including payroll and leave processes; hiring processes; onboarding of new hires; and other necessary and relevant personnel actions that ensure the Department’s compliance with UF established rules, regulations, policies and procedures. This position will complete job actions such as posting for recruitment of new employees, closing out job requisitions as directed by leadership and gathering required hire documents. This will require the incumbent to remain up to date on UF’s human resources policies and procedures and labor laws. Obtain the appropriate signatures for the Personnel Request Form (PRF) prior to processing. This individual will initiate an ePAF for hires, terminations, job changes for current employees, and new hires. Serves as back-up to Approve payable time, reviewing payroll reports for issues and works with management on resolutions. Coordinates maintenance/repair, re-location of equipment/survey of equipment and lab moves and lab close-outs when necessary, which includes notifying the department of available equipment/supplies, scheduling movers with Facilities Services, making sure the space is available and the necessary connections (plumbing, electrical, etc.) are functional. Coordinates the issuance of PO’s for repairs and annual maintenance contracts and the review of these contracts to make sure the departmental equipment is maintained properly. Acts as Asset Manager to remove/survey-out damaged/out of date equipment. Conducts annual property inventory. Acts as IT coordinator for new computer equipment and peripherals, maintains inventory and age tracking, advises on new purchases. Manages system for space reporting. This includes scheduling space evaluation meetings with appropriate faculty and staff, coordinating assembly of evaluation material, maintaining database and transcription/ transmission of reports.

Requirements

High school diploma or equivalent and seven years of relevant experience.
Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

Excellent organizational and communication skills.
1-3 years of experience with MYUFL, Microsoft Office programs, Adobe and Human Resource Services.
Must have knowledge of and experience with university and state regulations regarding human resources and unit operation procedures.
Must possess critical thinking skills.
Analytical and problem-solving skills, including researching and analyzing complex data to develop accurate reports.
Must understand and practice excellent customer service.
Must possess a professional attitude which is conveyed in all interactions, communications, and appearance.
Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.
Must be able to work well in a team environment.
The position should take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines.
Must be self-motivated and capable of working independently.
Strong people and team management skills are preferred.

Responsibilities

Adheres to and interprets University financial policy and procedures.
Responsible for complex calculations, collection, and verification of financial data and processing of account transactions.
Functions fairly independently in accounting and budgetary tasks and serves as a resource providing higher level support within the department's fiscal environment.
Creates requisitions for various types of purchase orders and processes all departmental invoices.
Process PCard transactions, reconcile charges for the department, review PCard aging reports monthly to ensure proper records.
Performs monthly financial and fiscal tasks including billing of commitment and outside revenue.
Auditing, tracking, and monitoring operating and FCPA expense accounts.
Prepares invoices for internal billing.
Tracks and reports Foundation balances monthly.
Assist with the Department's human resource functions, including payroll and leave processes; hiring processes; onboarding of new hires; and other necessary and relevant personnel actions that ensure the Department’s compliance with UF established rules, regulations, policies and procedures.
Complete job actions such as posting for recruitment of new employees, closing out job requisitions as directed by leadership and gathering required hire documents.
Obtain the appropriate signatures for the Personnel Request Form (PRF) prior to processing.
Initiate an ePAF for hires, terminations, job changes for current employees, and new hires.
Serves as back-up to Approve payable time, reviewing payroll reports for issues and works with management on resolutions.
Coordinates maintenance/repair, re-location of equipment/survey of equipment and lab moves and lab close-outs when necessary, which includes notifying the department of available equipment/supplies, scheduling movers with Facilities Services, making sure the space is available and the necessary connections (plumbing, electrical, etc.) are functional.
Coordinates the issuance of PO’s for repairs and annual maintenance contracts and the review of these contracts to make sure the departmental equipment is maintained properly.
Acts as Asset Manager to remove/survey-out damaged/out of date equipment.
Conducts annual property inventory.
Acts as IT coordinator for new computer equipment and peripherals, maintains inventory and age tracking, advises on new purchases.
Manages system for space reporting. This includes scheduling space evaluation meetings with appropriate faculty and staff, coordinating assembly of evaluation material, maintaining database and transcription/ transmission of reports.