This position will serve as the Fiscal Assistant II in the Department of Chemistry, located in the College of Liberal Arts and Sciences (CLAS). The incumbent will process financial transactions and provide oversight and guidance to the department’s fiscal and travel operations, purchasing, reimbursements, and other related tasks, under the direction of the Accounting Manager. This is a highly professional position requiring daily contact with students, faculty, staff, and the greater university community.
Purchasing:
This position is one of two primary myUFL requisitioners for the Department of Chemistry, responsible for purchasing lab supplies, equipment, other items and services for Chemistry faculty, their research groups, the undergraduate teaching labs, and the department, utilizing Federal and Non-Federal grants, State of Florida, and University of Florida Foundation funds. This position provides high-level expertise in complex transactions.
Processes invoices for Payment in the marketplace.
Provide potential vendors with the link to complete the UF Supplier application form.
Provides review and guidance to Chemistry’s Administrative Assistants regarding procurement, travel/reimbursements, PCard purchases, and other policies.
The incumbent will work with UF Procurement to assist faculty with large dollar purchases that require competitive bidding or sole source documentation, while adhering to UF Procurement’s policies regarding purchasing, including those required to procure assets.
Complete change orders, correcting original purchase orders as necessary.
The Department of Chemistry has approximately 50+ PCard holders. This position will be responsible for a subset of the cardholders requiring verification and approval and will provide backup to the Fiscal team when employees are absent.
Inspects backup documentation as submitted by the cardholder and compares it to UF policy on documentation requirements. Identifies any need for additional documentation or clarification of purchases and corresponds directly with the cardholder to obtain this information. This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and timely.
Distributes packing slips brought to the Fiscal office by the receiving manager to the administrative assistant’s mailboxes. Obtains the Fiscal office mail and distributes it to appropriate fiscal personnel.
Reviews open encumbrances (Purchase Orders and Travel Authorizations) to assess payment status. Processes or closes the invoices as needed. Reviews Travel Authorizations that are aging to determine if they need to be closed.
Maintains a list of open encumbrances that have been open longer than usual for various reasons. For instance, when equipment takes several months to build and ship to UF, when items are on backorder, or when discrepancies arise between the vendor and our faculty.
Travel and Reimbursements:
Process reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy.
Reviews and processes Travel and Expense Reimbursements through myUFL. This involves verifying that the expenditures align with UF policies and reviewing or processing the reimbursement in the Travel and Expense module in PeopleSoft. Reviews business meal reimbursements and verifies that all expenditures follow UF Foundation policies when Foundation funds are used.
Prepares deposits in my.UFL.edu for checks, wire transfers, and credit cards payments received by the Department. Responsible for delivering checks to Criser Hall or UF Foundation.
Reporting and Reconciliation:
Utilizes Excel data to prepare E2R spreadsheet journal entries to process departmental billing for 2 out of 4 of our scientific auxiliaries. This involves utilizing MS Excel pivot tables to summarize the data and then copy and paste it into the spreadsheet journal upload. Additionally, individual E2R journal entries will be needed to record revenue as well.
As a Tier 1 Reconciler, the incumbent participates in the monthly reconciliation of the delivered monthly financial reports. Reviews transactions for adherence to UF Policy, chartfield accuracy, and addresses errors when necessary.
Create E2E and ONL journal entries to correct various chartfield or account code errors as necessary.
Prepares check deposits, wire transfers, and credit card payments received by the department
Other duties as assigned.
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