Fiscal Assistant II
About The Position
Travel Administration Responsible for coordinating and processing all domestic and international travel for the School. Arranges travel for faculty, staff, students, and visitors, including airfare, lodging, ground transportation, and conference registration. Prepares and submits required pre-travel authorizations in accordance with university policy. Processes travel expense reports and reimbursements in UFGO and monitors transactions to ensure timely payment and compliance with applicable guidelines. PCard Administration Serves as a departmental PCard holder and processes authorized purchases on behalf of employees who do not possess a PCard. Reconciles PCard transactions in UFGO in compliance with university policies and procedures. Reviews transactions for accuracy, completeness, and required documentation; resolves discrepancies in coordination with the PCard team. Travel Training and Resource Development Develops and maintains procedural guides related to travel operations. Provides training and guidance to faculty and staff regarding university travel procedures and PCard requirements. Serves as a primary departmental resource for travel and PCard-related inquiries. Participates in university training to remain current on financial policies and procedural updates. Procurement and Disbursements Support Serves as backup support for procurement and disbursement functions. Reviews purchase requests for appropriate funding and allocability. Initiates and monitors purchase order requisitions in MyUF Market. Communicate with vendors to obtain quotes, documentation, refunds, and resolve payment issues. Assists with vendor payments, journal entries, and maintenance of required vendor documentation as needed. Policy Compliance and Professional Development Maintains current knowledge of university financial policies and ensures departmental fiscal activities align with university directives and procedures
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
- Minimum 1-year experience with fiscal functions, especially travel (UFGO)
- Knowledge of UF Finance and travel procedures
- Proficiency with PeopleSoft, UFGO and myUFMarket
- Demonstrated proficiency with communication skills (verbal and written)
- Excellent customer service and interpersonal skills
- Ability to be detail-oriented and accurate with work assignments
- Ability to research services, supplies, equipment, and pricing
- Ability to plan, organize, and coordinate work assignments
- Ability to work independently and efficiently with minimum supervision and personal initiative
- Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
- Demonstrated ability to handle multiple projects or tasks simultaneously
- Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
Responsibilities
- Coordinating and processing all domestic and international travel
- Arranging travel for faculty, staff, students, and visitors, including airfare, lodging, ground transportation, and conference registration
- Preparing and submitting required pre-travel authorizations in accordance with university policy
- Processing travel expense reports and reimbursements in UFGO and monitors transactions to ensure timely payment and compliance with applicable guidelines
- Serving as a departmental PCard holder and processes authorized purchases on behalf of employees who do not possess a PCard
- Reconciling PCard transactions in UFGO in compliance with university policies and procedures
- Reviewing transactions for accuracy, completeness, and required documentation; resolves discrepancies in coordination with the PCard team
- Developing and maintaining procedural guides related to travel operations
- Providing training and guidance to faculty and staff regarding university travel procedures and PCard requirements
- Serving as a primary departmental resource for travel and PCard-related inquiries
- Participating in university training to remain current on financial policies and procedural updates
- Serving as backup support for procurement and disbursement functions
- Reviewing purchase requests for appropriate funding and allocability
- Initiating and monitoring purchase order requisitions in MyUF Market
- Communicating with vendors to obtain quotes, documentation, refunds, and resolve payment issues
- Assisting with vendor payments, journal entries, and maintenance of required vendor documentation as needed
- Maintaining current knowledge of university financial policies and ensures departmental fiscal activities align with university directives and procedures
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
Number of Employees
1-10 employees
