Museum Fiscal Assistant II

University of Florida•Gainesville, FL

37d•$22 - $25

About The Position

The Florida Museum of Natural History is recruiting for an experienced Fiscal Assistant II. This position plays a critical role in supporting the museum's financial and administrative operations, with primary responsibility for non-travel PCard processing and payroll support for the Florida Museum of Natural History. This position ensures accurate allocation of payroll charges, compliance with University of Florida policies, and smooth financial operations. The role also assists the DSA in verifying security roles. The Fiscal Assistant II interacts with staff at all levels and serves as a key contact with central UF offices to support operational efficiency and internal controls. This is a high volume unit, the employee in this position must be able to multi-task, be organized, be able to problem solve, be a self-starter, and abide by college, university, state and federal policies, procedures, and regulations.

Requirements

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

Nice To Haves

2-4 years of experience in payroll, PCard management, or financial administration, preferably in an academic or non-profit environment.
Strong understanding of payroll processes, PCard policies, and financial procedures.
Demonstrated accuracy and attention to detail in reconciling financial transactions and data entry.
Proficiency with UF financial systems (myUFL, Time Security, DSA) and Microsoft Office Suite.
Excellent organizational and communication skills, with the ability to work independently and manage multiple responsibilities.
Ability to work independently, manage multiple tasks, and maintain confidentiality.
Strong critical-thinking and record-keeping abilities.
Experience with PeopleSoft functions, SAP Concur, OnBase, Adobe, and myUFMarketplace preferred.
Ability to learn and apply UF policies and adapt to new systems, processes, and software updates.
Ability to work effectively as part of a team.

Responsibilities

PCard Processing
Maintain a thorough understanding of University of Florida Procurement Directives and Procedures.
Serve as the primary liaison between the Museum and the UF PCard Team for disputed charges, fraud cases, and audit requests.
Review, approve, and reconcile non-travel PCard transactions, ensuring accurate chartfields, clear business purposes, and complete documentation.
Assign travel-related PCard charges to users' travel profiles for processing by other fiscal staff.
Evaluate allowability and fund availability for purchases; consult with Research Administrators and the Finance Director when needed.
Approve charges in myUFL in accordance with university policies.
Provide training and guidance to new cardholders on PCard policies and procedures.
Monitor spending patterns, identify unusual activities, and escalate concerns to the Director of Administrative Services.
Generate and review the PCard Paid Charges Aging Report to support internal controls.
Payroll & Time Reporting Coordinator
Serve as the primary contact for payroll and time/leave reporting, sending bi-weekly reminders and providing guidance to managers to ensure all deadlines are met.
Manage employee profiles in Time Security, monitor timekeeping accuracy, and serve as a proxy for supervisors when needed.
Review preliminary and final pay lists to verify accurate payroll charge allocation; identify and resolve discrepancies and request emergency payments as necessary.
Compare payroll cost distribution reports with encumbrances in the Museum's accounting system and coordinate corrections with the HR Generalist II.
Collaborate with the UF Central Leave Office to resolve leave balance discrepancies. Maintain and verify leave records, including FMLA, Paid Parental Leave, and other leave requests.
Provide onboarding instruction to new supervisors and new hires on timesheet and payroll procedures.
Serve as backup payroll support for the NH and EPP department, reviewing time and labor entries, following up with employees and supervisors for needed corrections, and approvals.
Manage moving and relocation reimbursements via ePAF.
Process additional payments related to leave or payroll adjustments.
Perform other payroll and HR-related tasks as assigned by the Director of HR, in accordance with UF policies and procedures
Training & Security Roles
Coordinate IT access for new hires and visiting researchers, create UFIDs, and set up museum affiliations.
Track training records to ensure completion of orientation and renewal trainings.
Update time and labor security roles in the DSA system as needed
Team Effort & Cross Training
Participate in a collaborative Budget & Human Resources team environment.
Support special projects or additional responsibilities as assigned.
Cross-train to provide backup support for other positions within the Budget & Human Resources office.