Fiscal Assistant II

University of Florida•Gainesville, FL

3d•$20 - $22•Onsite

About The Position

The Fiscal Assistant II processes invoices and vouchers for payments from various Pediatrics accounts (Restricted and Unrestricted) using myUF Payment Solutions and the UF AP Automation System. This role ensures accuracy and compliance with University, State, FCPA, and granting agency guidelines. Responsibilities include adding GL allocations, approving invoices, entering check requests, working AP exceptions, and managing supporting documents. The position also involves verifying fund availability, posting, balancing, and reconciling payables, as well as processing Participant Support Payments for clinical trials and patient reimbursements. The Fiscal Assistant II ensures adherence to University rules and proper documentation maintenance. Prior to approving and processing paperwork, the role verifies the use of designated state contract vendors, matches packing slips to invoices, confirms accuracy of invoices, ensures forms are filled out correctly with appropriate codes and account numbers, and acquires documents for vendor additions to PeopleSoft and FCPA vendor files. Voucher processing includes tracking account information for specific vendors and reimbursements. Additionally, the role acts as a myUF Market Requisitioner, reviewing shopping carts, placing orders, and initiating purchase orders from all Pediatrics funding sources. This includes processing requisitions, change orders, and encumbrances, and working with the Purchasing Department and vendors. The position also involves adding new vendors to the UF system and potentially assisting with obtaining quotes, acting as a departmental liaison with vendors, and ensuring proper signatures and adherence to UF policies. It also includes closing and updating open encumbrances and processing self-moving reimbursements. The Fiscal Assistant II is responsible for solving problems and questions related to UF GO for faculty and administration, potentially addressing technical issues with the UF GO team, and at the discretion of administration, creating general reimbursement requests, expense reports, or travel reports. Weekly review and approval of PCard transactions in UF GO, including receipts, amounts, account codes, and chart fields, is also a key responsibility. The role enters and tracks journal entries into PeopleSoft, provides reports to administrators, and is responsible for various types of journal entries (E2E, ONL) for cleanup, transfers, and corrections. This includes correcting errors, moving costs, and resolving budget errors, with appropriate backup documentation attached to all journals. The position also involves monitoring and responding to emails sent to the PEDS-fiscal listerv, answering phone inquiries daily, and maintaining contact with Finance and Accounting, Purchasing, Contacts, and Grants regarding expenditures. Accurate filing of payments and backup documentation, completing paperwork for document destruction according to records retention policy, and providing mail run support for the PEDS 1329 building are also daily tasks. The Fiscal Assistant II will serve as backup to the Fiscal Office Manager and other Fiscal Assistant II positions for approving PCards, processing deposits, creating FCPA journals and vouchers. Special projects as assigned by the supervisor are also part of the role.

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

Perform basic mathematical calculations.
Create, review, post and balance fiscal records.
Handle high volume environment.
Communicate effectively with people of all professional levels.
Plan and organize work assignments.
Meet deadlines.
Work independently.
Multi-task.
Attend to details with a high level of quality at all times.
Evaluate situations critically, independently make decisions, and obtain solutions while operating within policies, laws, rules, and guidelines.
Microsoft Word, Outlook, Excel and Internet Explorer.
PeopleSoft and fiscal accounting modules.
Bookkeeping principles and practices.
Office procedures and practices.
Good written and verbal communications skills.
Strong interpersonal skills.
Self-starter.
Exercises good judgment.
Works well with others.
Meets/exceeds high personal/professional integrity standards for administrative staff.
Comfortable working in an electronic environment.
Comfortable with productively handling multiple tasks and projects of confidential nature.
Comfortable operating successfully in a fast-paced work environment.
Follows through on assignments without reminder.

Responsibilities

Processes invoices and vouchers for payments from all Pediatrics accounts (Restricted and Unrestricted) through myUF Payment Solutions and UF AP Automation System.
Ensures accuracy and compliance with University, State, FCPA, and granting agencies guidelines.
Adds GL allocations to invoices, approves invoices for payment, and enters check requests.
Works AP match exceptions and adds annotations, supporting documents, and notes to invoices.
Routes invoices to other users of the system.
Verifies that accounts have proper funds available prior to processing, then posts, balances, and reconciles payables.
Inputs vouchers for encumbered and unencumbered payments.
Processes Participant Support Payments for clinical trials invoices and patient reimbursements, ensuring University rules are followed and documentation is maintained.
Ensures designated vendors are utilized, matches packing slips to invoices, verifies invoice accuracy, and confirms forms are filled out properly.
Acquires documents to add vendors to People Soft and FCPA vendor files.
Tracks account information for various special activities including cell phone payments, Cintas invoices, FedEx, American Messaging, Airgas, Iron Mountain, Elite Enterprise invoices, and Art Therapist recurring vouchers.
Reviews myUF Market shopping carts and places orders, initiating purchase orders for the department from all Pediatrics funding sources.
Processes requisitions, change orders, and encumbrances.
Works with the Purchasing Department and vendors, and completes the process to add new vendors to the UF system.
Acts as a department liaison with all vendors, ensuring proper signatures and adherence to UF policies.
Closes and updates open encumbrances and processes self-moving reimbursements for Pediatrics faculty and staff.
Solves problems and answers questions related to UF GO for faculty and administration, potentially addressing technical issues with the UF GO team.
At the discretion of administration, may create general reimbursement requests, expense reports, or travel reports.
Reviews and approves PCard transactions in UF GO, ensuring accuracy of receipts, amounts, account codes, and chart fields.
Enters and tracks journal entries into PeopleSoft and provides reports to divisional administrators.
Responsible for various types of journal entries (E2E, ONL) for cleanup, transfers, and corrections.
Corrects errors, moves costs, and resolves budget errors, attaching appropriate backup documentation to all journals.
Monitors and responds to emails sent to the PEDS-fiscal listerv regarding fiscal activities.
Answers the phone and responds to phone inquiries daily.
Maintains contact with Finance and Accounting, Purchasing, Contacts, and Grants regarding expenditures.
Maintains accurate files with payments backup documentation for record keeping.
Completes paperwork for approval of destroying documents following the records retention policy.
Provides mail run support for the PEDS 1329 building, sorting and distributing incoming mail daily.
Serves as backup to the Fiscal Office Manager and other Fiscal Assistant II positions for approving PCards, processing deposits, and creating FCPA journals and vouchers.
Completes special projects as assigned by the supervisor.