Fiscal Assistant II

The Fiscal Assistant II position provides administrative fiscal support to the director, staff, faculty and students proactively solves problems, and/or independently handles issues.

35% PCards & Travel

• PCards: Reconciler/Approver.
• Travel & Expense, Cash Advance:  arrangement & processor for faculty, staff, students, visitors, and Ph.D. research travel. Interpret University spending and travel policies.
• Liaison to Travel, faculties, and guest by email, phone, and in-person on behalf of SoA.
• Correspond with International Center for travel-related issues for foreign travels.
• Oversee office financial transactions and inform Manager, Admin Services of items needing correction.
• Monitor deadlines and keep the director, manager, and faculty abreast of Fiscal & travel.
• Monthly budget reconciliation for all funds (State, Auxiliary, Grants, Foundation).
• Supply statistical data to Director and Office Manager as requested.
• Filing, maintaining, and keeping electronic records for all fiscal matters for audit purposes and easy access to office staff.

30% Accounts Payable

• Invoice: Paying Vendors.
• Authorized purchaser for MyUFmarket; order outright and process requisitions and software.
• Foreign & Domestic Honorariums: Arrange & Process forms, documents & ePAF for payments.
• Back up payroll distribution for Honorarium
• Liaison between guest Speakers, faculty, department, and UF/Payroll & Tax Office by phone, email, fax, and in-person to complete the paperwork and modify the letter of offer to process in the system.
• Material & Supplies and Equipment Fees: maintaining, purchasing, and paying vendors.
• Contact vendors to resolve any issues.

5% Deposits & Journal Entries

• Deposits
• Journal Entries: ONL, E2E, E2R

5% Other

• Duties carry out independently and communicate with external and internal customers courteously.
• Compile information as requested for faculty/director for scholarship, awards, or program participation.
• Processing Scholarship SND forms for students and collecting thank you letters to route to Dean’s office.

10% Front Desk back up in absence of receptionist:

• Greets internal and external customers (visitors, parents, students, vendors etc), Answering/ routing phone calls, respond to inquiries, taking messages, distribute mails
•  Process FedEx (overnight mail), receive incoming delivery /packages and sign and notify recipient.
• Liaison between dean office and other departments, faculties, and students and both internal/ external customers in person, phone, and email
• Clerical / secretarial functions (copying, faxing, scanning, work order, etc. for the purpose of supporting office operations.
• As assigned/ needed assist office receptionist and staffs as a team in various occasions (jury review, award ceremony, etc. for arrangements inside of the office)
• Maintains office supply inventory and order, interacts with vendors
• Other duties as assigned by Manager and director.

10% Grants:

• Assist with monitoring grants
• Assist faculty with questions
• Assist in tracking grant expenses and income
• Monthly grant meetings with PI’s

$20.11 per hour

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

Ability to multitask.

Ability to work and carry out assigned responsibilities independently and effectively.

Knowledge of office practices and procedures.

Knowledge of effective use of verbal and written communication skills.

Ability to communicate with the public tactfully and courteously.

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 our Veteran's Preference Page for more specific information.