Museum Fiscal Assistant

University of Florida•Gainesville, FL

15h•$25 - $28

About The Position

The Florida Museum of Natural History is seeking an experienced Museum Fiscal Assistant to support the museum’s financial and administrative operations. This position is responsible for payroll, PCard processing, and financial reporting, while offering broad exposure to museum operations and opportunities to develop skills in academic and fiscal processing. Payroll & Time Reporting Coordination Serve as a primary contact for payroll and time/leave reporting, ensuring accurate allocations and compliance with University of Florida policies. Review pay lists, track leave balances, and coordinate with HR and supervisors to resolve discrepancies. Support onboarding and training for new supervisors and employees regarding payroll and timesheet procedures. Provide backup payroll support for multiple departments, including reviewing entries and approvals. Track required training completions and assist with security roles updates in UF systems. PCard Management Process, reconcile, and approve non-travel PCard transactions, ensuring accurate chartfields, proper documentation, and policy compliance. Serve as liaison between the Museum and UF PCard Team for disputes, audits, and training of new cardholders. Monitor spending patterns and escalate concerns as needed to support internal controls. Team Collaboration & Career Growth Work collaboratively with the Finance & Human Resources team on special projects, process improvements, and museum initiatives. Gain broad exposure to museum operations and financial processes, building knowledge and professional skills applicable across academic and non-profit settings.

Requirements

High school diploma or equivalent and 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

2–4 years of experience in payroll, PCard management, or financial administration, preferably in an academic or non-profit environment.
Strong understanding of payroll processes, PCard policies, and financial procedures.
Demonstrated accuracy and attention to detail in reconciling financial transactions and data entry.
Proficiency with UF financial systems (myUFL, Time Security, DSA) and Microsoft Office Suite.
Excellent organizational and communication skills, with the ability to work independently and manage multiple responsibilities.
Ability to work independently, manage multiple tasks, and maintain confidentiality.
Strong critical-thinking and record-keeping abilities.
Experience with PeopleSoft functions, SAP Concur, OnBase, Adobe, and myUFMarketplace preferred.
Ability to learn and apply UF policies and adapt to new systems, processes, and software updates.
Ability to work effectively as part of a team.

Responsibilities

Serve as a primary contact for payroll and time/leave reporting, ensuring accurate allocations and compliance with University of Florida policies.
Review pay lists, track leave balances, and coordinate with HR and supervisors to resolve discrepancies.
Support onboarding and training for new supervisors and employees regarding payroll and timesheet procedures.
Provide backup payroll support for multiple departments, including reviewing entries and approvals.
Track required training completions and assist with security roles updates in UF systems.
Process, reconcile, and approve non-travel PCard transactions, ensuring accurate chartfields, proper documentation, and policy compliance.
Serve as liaison between the Museum and UF PCard Team for disputes, audits, and training of new cardholders.
Monitor spending patterns and escalate concerns as needed to support internal controls.
Work collaboratively with the Finance & Human Resources team on special projects, process improvements, and museum initiatives.
Gain broad exposure to museum operations and financial processes, building knowledge and professional skills applicable across academic and non-profit settings.