Fiscal Assistant II
About The Position
Fiscal Reconciliation Reconciles grant, departmental, and other assigned fiscal accounts on an ongoing basis to support accurate account balances and current financial records. Reviews expenditures, charges, encumbrances, and available balances to identify discrepancies, errors, or items requiring follow-up. Assists with budget tracking for faculty funded on grants and helps maintain accurate fiscal information related to grant-supported activity. Monitors account activity and prepares or updates internal reconciliation records, reports, and supporting documentation. Assists with annual and ad hoc fiscal reporting as needed. Helps provide a second review of fiscal activity to support accuracy and compliance in departmental processes, as appropriate. Coordinates with faculty, departmental staff, and other university offices to obtain or verify information needed for reconciliation and account review. Travel and Purchasing Processes travel authorizations, encumbrances, reimbursements, and related documentation for faculty, graduate students, visitors, colloquium speakers, and search candidates. Serves as a departmental contact for travel-related processing and coordinates with travelers and other parties to facilitate appropriate arrangements and documentation. Processes purchases for departmental, grant, and foundation accounts in accordance with university procedures. Prepares and processes requisitions, PCard transactions, invoices, consultant payments, participant payments, vouchers, and other fiscal documents as assigned. Assists with purchasing support for high-volume departmental business needs, including travel-related activity and other operational transactions. Maintains supporting documentation for travel and purchasing transactions and ensures records are complete and appropriately filed. Assists with supply ordering and related inventory support as assigned. Payroll Reviews payroll reports and monitors payroll distributions to help ensure salary expenses are recorded accurately. Assists with monthly monitoring and correction of payroll distributions and funding allocations. Reviews biweekly pay activity and brings discrepancies or concerns to the attention of appropriate departmental staff. Supports the accurate recording of grant information needed for salary distributions and effort-related processing. Assists with faculty assignment and distribution tracking, including support for semester and summer funding changes. Helps monitor salary return activity and related adjustments or corrections. Supports effort tracking associated with new grants, distribution changes, and related fiscal activity, in coordination with appropriate departmental and university offices. Grant and Department Support Works with departmental leadership, research administration staff, and other partners on post-award and related fiscal support needs. Assists with processing transactions tied to grant funding where research administration functions and departmental fiscal processing intersect. Supports departmental audit preparation and response by gathering records and providing documentation for review. Assists with overhead account review and other recurring monitoring activities as assigned. Performs other related duties as assigned in support of departmental fiscal operations. Other All other duties as assigned.
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
- Experience with university, higher education, or public sector fiscal processes.
- Experience with account reconciliation, travel processing, purchasing, or payroll distribution review.
- Experience supporting grant-funded activity or working with sponsored project accounts.
- Experience using PeopleSoft or similar enterprise financial systems.
- Proficiency with Microsoft Office, particularly Excel.
- Ability to organize high-volume transactional work and maintain accurate records.
- Strong written and verbal communication skills.
- Ability to review detailed information carefully, identify discrepancies, and follow through on needed corrections.
Responsibilities
- Reconciles grant, departmental, and other assigned fiscal accounts on an ongoing basis to support accurate account balances and current financial records.
- Reviews expenditures, charges, encumbrances, and available balances to identify discrepancies, errors, or items requiring follow-up.
- Assists with budget tracking for faculty funded on grants and helps maintain accurate fiscal information related to grant-supported activity.
- Monitors account activity and prepares or updates internal reconciliation records, reports, and supporting documentation.
- Assists with annual and ad hoc fiscal reporting as needed.
- Helps provide a second review of fiscal activity to support accuracy and compliance in departmental processes, as appropriate.
- Coordinates with faculty, departmental staff, and other university offices to obtain or verify information needed for reconciliation and account review.
- Processes travel authorizations, encumbrances, reimbursements, and related documentation for faculty, graduate students, visitors, colloquium speakers, and search candidates.
- Serves as a departmental contact for travel-related processing and coordinates with travelers and other parties to facilitate appropriate arrangements and documentation.
- Processes purchases for departmental, grant, and foundation accounts in accordance with university procedures.
- Prepares and processes requisitions, PCard transactions, invoices, consultant payments, participant payments, vouchers, and other fiscal documents as assigned.
- Assists with purchasing support for high-volume departmental business needs, including travel-related activity and other operational transactions.
- Maintains supporting documentation for travel and purchasing transactions and ensures records are complete and appropriately filed.
- Assists with supply ordering and related inventory support as assigned.
- Reviews payroll reports and monitors payroll distributions to help ensure salary expenses are recorded accurately.
- Assists with monthly monitoring and correction of payroll distributions and funding allocations.
- Reviews biweekly pay activity and brings discrepancies or concerns to the attention of appropriate departmental staff.
- Supports the accurate recording of grant information needed for salary distributions and effort-related processing.
- Assists with faculty assignment and distribution tracking, including support for semester and summer funding changes.
- Helps monitor salary return activity and related adjustments or corrections.
- Supports effort tracking associated with new grants, distribution changes, and related fiscal activity, in coordination with appropriate departmental and university offices.
- Works with departmental leadership, research administration staff, and other partners on post-award and related fiscal support needs.
- Assists with processing transactions tied to grant funding where research administration functions and departmental fiscal processing intersect.
- Supports departmental audit preparation and response by gathering records and providing documentation for review.
- Assists with overhead account review and other recurring monitoring activities as assigned.
- Performs other related duties as assigned in support of departmental fiscal operations.
- All other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1-10 employees
