Fiscal Assistant I/II/III

University of Florida•Gainesville, FL

2d•$18 - $23

About The Position

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.

Requirements

Fiscal Assistant I : High school diploma or equivalent and one year of general accounts transaction experience.
Fiscal Assistant II : High school diploma or equivalent and three years of general accounts transaction experience.
Fiscal Assistant 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.)
Dependable, organized, and proactive
Team player who can manage multiple priorities with accuracy and professionalism
Enjoy helping others, solving problems, and keeping things running smoothly behind the scenes
Take pride in doing your job well and making a positive impact every day

Nice To Haves

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

Responsibilities

Process purchase orders and PCard transactions
Assist with vendor enrollments
Serve as the go-to contact for procurement-related questions
Ensure timely invoice processing
Handle expense transfers
Maintain accurate ledger reconciliation with the HWCOE
Support faculty, staff, students, and visitors with travel requests and reimbursements
Maintain audit-ready records
Ensure compliance with university policies
Monitor budgets, account balances, and encumbrances
Run daily reports
Contribute to ongoing fiscal integrity
Build strong relationships across departments
Answer fiscal questions
Provide clear guidance on purchasing and travel procedures