Fiscal Assistant II

University of Florida•Gainesville, FL

About The Position

The Fiscal Assistant II processes, monitors, and reviews financial transactions—including purchasing, travel, payroll, and other expenditures charged to SAFE. The role provides customer service to internal and external partners and supports compliance with applicable federal, state, University of Florida, and U.S. Department of State regulations, policies, and procedures. For travel, the position helps SAFE stakeholders arrange travel, prepare travel requests and expense reports, obtain reimbursements, and submit required documentation in UF systems. It prepares cost comparisons for travel exceptions and personal travel, collects and checks receipts for accuracy and compliance, submits expense reports with supporting documents in UFGO, updates internal trackers, coordinates special issues with the Research Administration Manager and UF Travel office, and maintains audit-ready records. For procurement, the position uses a University of Florida Purchasing Card for approved project purchases and reconciles Pcard transactions for the SAFE Management Entity and SAFE award subprojects. It gathers required documentation, receipts, and approvals; creates requisitions; manages purchase orders and encumbrances; processes vendor invoices; assists with sole-source documentation; supports vendor enrollment; makes project purchases; maintains an office-supplies log; and serves as a contact for procurement questions. The role also supports project events on and off campus and internationally, builds relationships across departments, answers fiscal questions, and provides guidance on purchasing and travel procedures. Other duties may be assigned. This is a time-limited position dependent on funding availability.

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.
Attention to detail and strong document-management skills.
Strong communication and customer-service skills.
Ability to manage multiple priorities and meet deadlines.
Excellent team player able to work in fast-paced, changing circumstances and an international work environment.

Nice To Haves

Knowledge of University of Florida procurement, travel, and disbursement procedures.
BS/BA degree in accounting or business administration and two years of appropriate experience.
Experience with fiscal and subaward administration; knowledge of state and University policies and procedures.
Experience working in sponsored programs, such as U.S. State Department or Gates Foundation programs.
Familiarity with UF systems such as myUFL, PeopleSoft, UFGO, and Marketplace.
Experience with travel, purchasing, or Pcard reconciliation.

Responsibilities

Process, monitor, and review purchasing, travel, payroll, and other financial transactions charged to SAFE.
Provide customer service to internal and external partners and promote compliance with applicable regulations, policies, and procedures.
Assist SAFE stakeholders with travel arrangements, travel requests, expense reports, reimbursements, and required UF-system documentation.
Prepare required cost comparisons for travel exceptions and personal travel.
Collect and review traveler receipts for accuracy and compliance with UF Travel rules and policies.
Submit expense reports and supporting documentation in UFGO; update internal travel trackers; maintain complete, accurate, audit-ready travel and reimbursement records.
Work with the Research Administration Manager on travel issues requiring special assistance and liaise with the UF Travel office.
Use a University of Florida Purchasing Card for approved project-related purchases.
Reconcile Pcard transactions for the SAFE Management Entity and subprojects, ensuring documentation, receipts, and approvals are collected.
Provide procurement support, including creating requisitions, managing purchase orders and encumbrances, processing outside vendor invoices, and assisting with sole-source documentation.
Assist with vendor enrollment, including consultants; make project-related purchases and maintain an office-supplies log.
Serve as the go-to contact for procurement-related questions.
Assist with arranging and supporting project events on and off campus and internationally.
Build relationships across departments, answer fiscal questions, and provide guidance on purchasing and travel procedures.
Perform other duties as assigned.