Job Information
University of Florida Fiscal Assistant III in Gainesville, Florida
Fiscal Assistant III
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531230&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531230
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 16900000 - LS-BIOLOGY
Classification Title:
Fiscal Assistant III.
Job Description:
The Department of Biology is seeking a Fiscal Assistant III who will act as a fiscal liaison for the unit under the supervision of the Accounting Manager. The Fiscal Assistant III must provide specialized fiscal support to facilitate the department's processing of all expenditures. In addition, the Fiscal Assistant III is responsible for performing and monitoring fiscal and accounting functions for the budgeted career center accounts. Documents all financial transactions of the various budgetary categories. This entails coordination with the department fiscal approver for acquiring goods and services and travel, as well as transactional reconciliations. This will require them to coordinate at times with CLAS Shared Service and CLAS Research Office to ensure compliance with all University and sponsoring agency policies and procedures. The ideal candidate must possess general accounting knowledge, an understanding of university accounting principles and terminology, initiative, excellent communication, and organizational skills. Duties and responsibilities include, but are not limited to:
Coordinates, tracks, and reports all expense and revenue transactions through Peoplesoft and UFGO. Conducts and monitors all procurement actions including, but not limited to, working with PCards, travel and expense, encumbrances, vendors, preparation and coordination of purchase orders, acceptance of merchandise, processing of invoices for payment, reimbursements, and, when required, additional tracking requests. May serve as the Biology liaison to other offices (UF, vendors, other academic institutions, etc.) in fiscal and associated matters.
Maintain the fiscal files for all state and Foundation funds, ensuring the files are always updated. Prepare journal entries as needed to correct clerical accounting discrepancies. Prepare paperwork for cash expense refunds. The incumbent processes journal entries (as needed) to correct discrepancies. Monitors state budgets for the department.
Responsible for entering travel authorizations in UFGO. Prior to the trip, secure an internal travel request form from all faculty, offsite faculty, and residents, guest speakers, etc. Enter expense reports in UFGO for reimbursement of travel for all staff, residents, and faculty. Reconcile state and foundation funds. Complete the University of Florida Foundation Payment Authorization form for Foundation transactions. Assists with space reporting and effort reporting.
PCard: The incumbent in this position is a PCard holder for the department, making purchases as required for those who do not hold PCards. Verifies department PCard transactions in the UFGO system for appropriateness. Monitors all PCard activity within the department by pulling the PCard transactions query daily. Coordinates receipt of appropriate documentation for PCard charges with pertaining faculty and staff daily to ensure UF PCard deadlines are met.
Ensures compliance with federal, state, university and department regulations, policies and procedures and proactively communicates about changes affecting business administrative services. Assists with special projects and provides administrative support for unit management as needed. Participates in department, division, and university-wide meetings and committees. Track, report, and communicate outcomes of projects and tasks to supervisor as needed, including students, alumni, faculty/staff, and employers.
Prepare and process payroll appointments for grant-funded OPS positions. Work with the Accounting Manager and Administrative Specialist III on payroll reconciliation to ensure all appointments are correctly distributed. Additionally, this position will work with Academic Assistant II to ensure all GA hires and waivers are on the correct funding source through payroll reconciliation. The position will be backup for the Academic Assistant II for tuition waivers and appointments.
Perform other duties (as assigned).
As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.
Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.
Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.
UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6thin the country among public universities (US News and World Report 2023 rankings) and 1stamong public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer atVisit Gainesville (https://www.visitgainesville.com/) .
Advertised Salary:
The salary range is $18.00 to $26.00 per hour, commensurate with qualifications and experience and the compensation includes a full benefits package.
The University of Florida offers low-costState Health (https://www.mybenefits.myflorida.com/health/health_insurance_plans) plans and several Dental plans to fit your and your family’s needs and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts, and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides various leave programs, including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for theGatorPerks discount program (https://benefits.hr.ufl.edu/gatorperks/) , which provides big savings at various business and retailers!
To see more, visit, benefits.hr.ufl.edu.
Minimum Requirements:
High school diploma or equivalent and 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.
Preferred Qualifications:
Proficiency in Microsoft Office programs, especially Excel.
Self-motivated with the ability to work independently with demonstrated problem-solving skills and attention to detail.
Ability to review fiscal data for accuracy and completeness, to understand and apply applicable rules, regulations, policies, and procedures.
Knowledge of myUFL related to travel, fiscal functions, account reconciliations and monthly budgetary reporting. Knowledge of myUFL payroll functions and reporting.
Previous experience with UFGO for travel and PCard purchases.
Skilled in communicating effectively verbally and in writing.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume. and the names and contact information of at least three professional references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Health Assessment Required:
No
Advertised: 22 Apr 2024 Eastern Daylight Time
Applications close: 06 May 2024 Eastern Daylight Time