Fiscal Assistant II

University of Florida•Gainesville, FL

4d•$21 - $23

About The Position

This position involves a variety of fiscal and administrative tasks, including managing PCards and travel reimbursements, processing invoices and requisitions, reconciling accounts, and providing front desk support. The Fiscal Assistant II will be responsible for ensuring compliance with university policies, coordinating with various departments and external contacts, and maintaining accurate financial records.

Requirements

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

Nice To Haves

Experience with financial modules in myUFL / PeopleSoft - UFGO, myinvestiGator
Experience with MS Office programs, especially Excel
Ability to multitask
Ability to work and carry out assigned responsibilities independently and effectively
Ability to communicate with the public tactfully and courteously
Knowledge of office practices and procedures
Knowledge of effective use of verbal and written communication skills

Responsibilities

Reconcile PCards for SoA PCard holders, inspecting backup documentation for compliance with University policy.
Identify and obtain additional documentation or clarification for purchases and travel requests.
Assess the allowability of purchases and travel on specified funding sources and monitor fund availability.
Monitor cardholder spending patterns and bring questionable cases to the attention of management.
Coordinate travel arrangements and reimbursement processing for faculty, staff, students, and visitors.
Interpret University spending and travel policies.
Liaise with the International Center for travel-related issues for foreign travel.
Review and ensure proper approval for travel authorizations.
Advise travelers on recommended or required steps, especially for foreign travel.
Enter travel authorizations in myUFL and post-travel authorizations on accounting spreadsheets.
Review reimbursement requests, confirm approvals, and consolidate transactions in UFGO.
Serve as a UFGO ambassador for SoA.
Monitor fiscal and travel deadlines and keep relevant parties informed.
Process vendor invoices, requisitions, and software orders.
Process forms, documents, and ePAFs for foreign and domestic honorariums.
Liaise with guest speakers, faculty, departments, and UF/Payroll & Tax Office for payment processing.
Maintain, purchase, and pay vendors for materials, supplies, and equipment fees.
Serve as a Tier 1 monthly account reconciler for State, Auxiliary, Foundation, and M&S funds.
Supply statistical data to Director and Office Manager as requested.
File and maintain electronic records for all fiscal matters for audit purposes.
Greet internal and external customers, answer/route phone calls, respond to inquiries, and take messages.
Process FedEx shipments, receive incoming deliveries/packages, and notify recipients.
Serve as a liaison between the dean's office, other departments, faculty, students, and customers.
Perform clerical/secretarial functions such as copying, faxing, scanning, and submitting work orders.
Assist the Director with miscellaneous clerical/secretarial duties and travel.
Assist the office receptionist and staff as needed.
Maintain office supply inventory and order supplies.
Process Deposits and Journal Entries (ONL, E2E, E2R).