Fiscal Assistant II
About The Position
This position is responsible for processing and approving invoices for payment to non-UF vendors, ensuring accuracy and compliance with state sales tax regulations. The role involves matching packing slips to invoices, verifying line items, and approving payments in PeopleSoft. The Fiscal Assistant II will also confer with various stakeholders to verify receipt of goods and approval for payment, obtain funding sources, and review chartfield strings for accuracy and sufficiency. Additionally, the position assists vendors, faculty, and staff with payment inquiries, reviews vendor statements, runs reports and queries in PeopleSoft and Enterprise Reporting, and closes purchase orders. The role also involves processing interdepartmental invoices as E2R journal entries and performing other duties as assigned by management.
Requirements
- High school diploma or equivalent
- 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
- Knowledge of accounting principles, practices, and procedures
- Knowledge of University procedures
- Knowledge of basic filing practices
- Ability to use computer accounting system
- Ability to review fiscal data for accuracy and completeness
- Ability to reconcile fiscal records
- Ability to prepare and maintain a variety of accounting records
- Ability to understand and apply applicable rules, regulations, policies, and procedures
- Ability to plan, organize, and coordinate work assignments
- Ability to communicate effectively verbally and in writing
- Ability to establish and maintain effective working relationships with others
- Ability to problem solve
- Ability to meet all deadlines
- Proficient in Microsoft Office
Responsibilities
- Processes and approves invoices for payment to non-UF vendors.
- Reviews invoices for accuracy and ensures that state sales tax is not charged.
- Compiles packing slips, matching packing slips to invoice and verifying line items as identical.
- Approves payment in PeopleSoft through Marketplace and attaches documentation.
- Corrects budget errors if any.
- Confers with Service Chiefs, Cost Center supervisors, faculty and staff to verify that goods have been received and purchase is approved for payment.
- Obtains funding source for payment, reviews chartfield string for accuracy, verifies that purchase is appropriate for source of funds, and that there is sufficient funding to process payment.
- Interacts with other FSO teams to ensure Procurement-to-Pay process is as seamless as possible.
- Assists vendors, faculty and staff with payment inquiries exercising excellent customer service skills in resolution of issues.
- Reviews statements from vendor to ensure all invoices have been processed.
- Runs reports and queries in PeopleSoft and Enterprise Reporting as needed.
- Close purchase orders and finalize vouchers to release open encumbrances in a timely manner.
- Review and process interdepartmental invoices for payment as E2R journal entries.
- Reviews interdepartmental invoices for goods and services purchased by other UF departments, obtains source of funding information and inputs E2R journal entries in PeopleSoft to process payments.
- Scans backup documentation and attaches to journal entry in PeopleSoft.
- Emails journal entry numbers to appropriate department fiscal staff.
- Performs other duties as needed by the Accountant III Disbursements Manager, Grants Manager, and the Director.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
