Fiscal Assistant III

University of Florida•Gainesville, FL

2d•$55,000 - $65,000•Onsite

About The Position

This position is responsible for a wide range of fiscal duties, including purchasing, reimbursements, invoice processing, and financial reconciliations within the PeopleSoft application. The role also involves serving as a primary fiscal resource and training coordinator for department faculty and staff, providing support on fiscal policies and procedures. Additionally, the position contributes to budget and financial management, including tracking internal grants and preparing financial analyses. The role also encompasses facilities, space, and asset property management, including administering the Space Allocation process and serving as the asset/property coordinator. Finally, the position includes office administrative duties such as managing office supplies and assisting with faculty candidate visits.

Requirements

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

Nice To Haves

Knowledge of University of Florida policies and procedures.
Experience with PeopleSoft, Microsoft Suite, and database systems.
Previous experience with general accounting transactions and ability to meet deadlines.
Ability to be a self-starter, to work independently, and to work with a team.
Have strong customer service skills, strong interpersonal skills, and ability to maintain interpersonal relationships.
Ability to operate office equipment, ability to handle telephone calls in a courteous and effective manner.
Ability to maintain a high level of confidentiality.
Ability to make sound business decisions and problem solve.
Ability to adhere to critical deadlines.

Responsibilities

Responsible for all purchasing and reimbursements within the PeopleSoft (PS) application for all faculty, staff, and students within the Department, including purchases via UF Purchasing Card (PCARD), Purchase Order (PO), and requisitions and payments for all these expenditures.
Process reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy.
Process myUFMarketplace invoices for approval by Department Administrator.
Responsible for the preparation and processing of Supplier (vendor) invoices, payment authorizations, interdepartmental encumbrances, purchase requisitions, and change order requests for POs.
Subsequent Supplier follow-up, and coordination and tracking of expenses within the PS application.
Assist new Suppliers with application process and portal.
Manage all leasing and contract agreements, including approvals from the UF Purchasing Office, and oversight of competitive bidding as necessary.
Reconcile PCARDs issued to department associates weekly.
Maintain electronic filing system for departmental expenses by fiscal year.
Responsible for collection of payments from Dyslexia Reading Lab and Program; verify payments – cash, check, credit card; document payments and receipts in collections log and prepare deposit slips for PHHP Dean’s Office.
Prepare check request for Scottish Rite Foundation for Dyslexia Reading Lab.
Coordinate all maintenance/UF Facilities work orders and payments for the department.
Serve as primary liaison for all maintenance contracts and payments for the department.
Maintain maintenance agreements and contacts for repairs of all equipment and process payment.
Prepare UFF-PA forms for invoices paid by Department’s Foundation accounts.
Prepare and process travel encumbrances, expense reports, travel authorizations, etc. for the department faculty and students.
Process Purchase Approval Requests (PARs), journal entries, and cash expense refunds.
Oversee the Department’s direct billing invoices (ports, phones, mail, etc.), reconcile, and communicate any issues to the Department Administrator.
Serve as a primary fiscal resource and point of contact for department faculty and staff, providing guidance and support regarding fiscal policies, procedures, purchasing, travel, expense documentation, and other financial processes.
Provide ongoing fiscal training and mentoring for department personnel with fiscal responsibilities.
Promote consistent application of fiscal procedures and share knowledge and best practices.
Monitor departmental fiscal processes and identify opportunities to improve workflow, strengthen internal processes, and increase efficiency.
Recommend procedural improvements to the supervisor and/or department chair, as appropriate.
Develop, maintain, and update departmental fiscal reference materials, procedures, and training resources.
Provide fiscal support and input as needed to assist supervisor in development and preparation of annual departmental budgets.
Track and monitor faculty internal grants, start-up funds, contingent commitments, and other designated funding to ensure accurate financial planning and appropriate spending.
Prepare, review, and route personnel and payroll transactions, including Payroll Distribution Retroactive Requests (PDRRs) and Cost Transfer Forms, ensuring accuracy, appropriate documentation, and compliance with established requirements.
Perform and support financial reconciliations, indirect cost (IDC) compliance reporting, revenue and expenditure projections, and other financial analyses to assist department leadership with fiscal oversight, forecasting, and decision-making.
Primary administrator of annual Space Allocation process. Responsibilities include schedule annual meetings with faculty on office and lab space, add, update and/or remove occupants in the Space Inventory and Allocation Systems (SPIN) system; enter and submit space allocation information, and verify any projects assigned to room and lab, and attend annual training.
Serve as the asset/property coordinator, assist with inventory management and coordinate with department and college procurement to ensure compliance with property tracking, surplus, and applicable protocols, rules, and regulations.
Manage office supply inventory, including coordinating ordering of all routine office supplies. and placing all specialty orders, upon approval by the Department Administrator.
Assist the department Administrative Assistant with faculty candidate campus visits as needed. This could include researching and booking airfare reservations, hotel rooms, car rentals, itinerary creation and any other tasks as required by the traveler.
Coordinate with new faculty hires to submit moving purchase orders.
Attend Department Staff and Faculty meetings as applicable.