Fiscal Assistant I

University of Florida•Gainesville, FL

3d•$21 - $23

About The Position

This position is responsible for coordinating routine purchasing activities, processing travel and expense reimbursements, managing PCard transactions, performing fiscal monitoring and reporting, and providing administrative support within the college and departments. The role involves utilizing university systems for procurement, travel arrangements, and financial record-keeping, ensuring compliance with university policies and directives.

Requirements

High school diploma or equivalent
One year of general accounts transaction experience
Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

Strong organizational skills and attention to detail.
Proficiency with Microsoft Excel, Outlook, and Word.
Ability to manage multiple priorities and meet deadlines.
Strong communication and customer service skills.
Knowledge of basic accounting principles.
Experience with travel processing, purchasing, procurement, PCard reconciliation, and UF systems such as myUFL, PeopleSoft, UFGO, and myUFmarketplace.

Responsibilities

Coordinate routine purchasing activities through myUFmarketplace and approved procurement methods.
Obtain and utilize a University Purchasing Card (PCard) for approved college/departmental purchases.
Review invoices for accuracy, process procurement documentation, assign chartfields, and troubleshoot routine purchasing issues.
Reconcile PCard transactions monthly, ensuring receipts, approvals, and supporting documentation are complete and audit-ready.
Assist faculty, staff, and students with booking airfare, lodging, vehicle rentals, and other travel arrangements.
Prepare Travel Authorizations, Expense Reports, reimbursements, and supporting documentation in UFGO.
Prepare cost comparisons for travel exceptions or personal travel.
Maintain audit-ready travel files and provide follow-up on outstanding documentation and approvals.
Monitor and reconcile monthly PCard activity, ensuring charges are verified, properly documented, approved, and assigned to the correct chartfields.
Maintain compliance with University purchasing and PCard policies.
Perform Level 1 Department Financial Transaction Reviews (DFTR).
Assist with monthly reconciliations, invoice processing, procurement documentation, and maintenance of organized fiscal records.
Assist with billing for various services and accounts receivables.
Review financial transactions for accuracy and resolve discrepancies.
Provide professional follow-up with faculty and staff regarding missing documentation or approvals.
Escalate complex issues as appropriate while supporting overall financial operations.
Perform other duties as assigned by the supervisor.
Provide back-up support to other administrative and financial staff within the college and departments as needed.
Participate in department-specific training and development opportunities to enhance job performance.