Fiscal Assistant III

University of Florida•Gainesville, FL

About The Position

The Fiscal Assistant III performs financial reconciliation, audit, compliance, procurement, travel, deposit, cash-transfer, accounting-correction, and scholarship-support activities for the College of Education Business Office. The position independently reviews assigned ChartFields/FDM worktags, analyzes financial activity, investigates discrepancies, coordinates corrections, maintains audit-ready records, and supports internal controls and regulatory compliance. Assigned reconciliation responsibilities exclude Advancement, COE IT, and EduGator unless otherwise directed. The position reviews procurement and travel transactions for accuracy, documentation, appropriate funding, business purpose, and compliance with University and College requirements. It also processes assigned E-Learning, Technology and Communications transactions and supports faculty relocation expenses by processing move-related requisitions and invoices. Travel review responsibilities exclude PCard transaction review, though management assistance may be provided for PCard, commodities card, and travel card inventory. Other duties include preparing and supporting cash transfers and cost-correction journals; assisting with scholarship financial administration; reviewing deposits and supporting cash management; participating in monthly accrual accounting and fiscal year closeout; assisting with the Department Financial Transaction Review dashboard; supporting regulatory compliance reporting; and providing additional accounting, fiscal, compliance, and administrative support as assigned. The position may serve as backup to the Facilities Operations Specialist during extended absences. The expected salary is commensurate with education and experience. Applicants must submit a cover letter and resume. The position is eligible for Veteran’s preference; applicants claiming preference should upload a DD 214 Member Copy 4. The application must be submitted by 11:55 p.m. Eastern Time on the posting end date. A health assessment is not required.

Requirements

High school diploma or equivalent and five years of general accounts transaction experience; appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Submit a cover letter and resume to be considered.
Applicants claiming Veteran’s preference should upload a DD 214 Member Copy 4.

Nice To Haves

Experience with auxiliaries, billing, and collections.
Oral and written communication skills.
Attention to detail.
Ability to work independently and as a team member.
Proficiency with Microsoft Excel and PeopleSoft.
Experience with QuickBooks, Quicken, or another system that tracks expenses and provides billing.

Responsibilities

Reconcile assigned ChartFields/FDM worktags and analyze financial activity to verify accurate recording of revenues, expenditures, transfers, and other transactions.
Investigate accounting discrepancies, unusual transactions, and variances; determine or coordinate appropriate corrective actions.
Analyze supporting documentation and financial-system activity to substantiate account balances and transaction accuracy.
Monitor assigned financial activity for compliance with University and College policies and internal controls.
Maintain reconciliation documentation and records for internal and external audits.
Perform financial review and documentation for the annual Fund 211 Certification Audit; research and respond to Foundation audit requests and other financial inquiries.
Respond to reconciliation, documentation, and financial-information requests from applicable core offices.
Provide financial analysis and documentation for regulatory compliance reporting as directed by the Assistant Director of Finance.
Assist the designated functional lead with Department Financial Transaction Review dashboard research and analysis.
Participate in monthly accrual accounting processes and fiscal year closeout.
Review procurement requests and documentation for accuracy, completeness, business purpose, and compliance; evaluate accounting dimensions, verify supplier information, and resolve or escalate issues.
Perform assigned E-Learning, Technology and Communications transaction activities and process faculty household-move requisitions and contractor invoices in collaboration with Procurement.
Review cash transfers and expense corrections, prepare and support cash transfers and cost-correction journals, and transfer cash commitments to appropriate cost centers.
Verify funding sources, amounts, and documentation for transfers and corrections; research discrepancies and maintain supporting records.
Provide scholarship-related financial support, including transaction review, reconciliation, and discrepancy resolution.
Review Spend Authorizations, Expense Reports, and procurement transactions for financial accuracy, allowability, funding, documentation, and policy compliance as directed by the Accounting Specialist.
Communicate transaction issues and required corrective actions to departmental fiscal contacts and other stakeholders; assist department staff with best practices and process improvements.
Evaluate Concur Travel Authorizations and Workday Spend Authorizations and Expense Reports; verify funding and documentation, apply travel policies, and resolve discrepancies with travelers and departmental contacts.
Review deposit documentation and coding, research deposit discrepancies, maintain supporting records, and liaise with applicable core offices regarding deposit activity.
Support Wireless Communication Device Allowance activities and review applicable financial and administrative forms.
Research non-routine financial issues and assist with changes to financial procedures, documentation requirements, and internal controls.
Serve as backup to the Facilities Operations Specialist during extended absences and perform other assigned accounting and fiscal duties.