| Job Description: |
PCards & Travel
PCards / 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 guests by email, phone, and in-person on behalf of SoA. Correspond with International Center for travel-related issues for foreign travels. Review requests for authorization as provided by travelers and ensure that supervisor and/or funding approval has been received for the trip. Identify any need for additional documentation or clarification of travel requests and correspond directly with the traveler to obtain this information. Advise traveler on any additional steps recommended or required, particularly with regard to foreign travel. Assess if travel is allowable on the specified funding source, as well as the availability of funds, consulting with department research administrators and the Accounting Manager as needed. Enter travel authorization in myUFL when required by departmental or institutional policy. Post-travel authorizations on accounting spreadsheets. Review requests for reimbursements as provided by travelers. Confirm that supervisor approval or travel authorization was obtained prior to travel, and request justification for the lack of these items when needed. Consolidate all transactions related to the travel and enter in UFGO as appropriate and required by institutional policies and procedures.
Reconciler for SoA PCard holders.
Inspect backup documentation as submitted by the cardholder and to ensure University policy on documentation requirements are met. Identify need for additional documentation or clarification of purchases and correspond directly with the cardholder to obtain this information. Assess if purchases are allowable on specified funding sources, as well as the availability of funds, consulting with the Manager, Administrative Services and/or Director as needed. Monitor cardholder spending patterns and practices and bring any questionable cases to the attention of the manager and/or director.
Serves as UFGO ambassador for SoA.
Monitor deadlines and keep the director, manager, faculty, and students abreast for Fiscal & travel.
Accounts Payable / Purchasing
Invoices: Paying Vendors.
Authorized purchaser for MyUFmarket; order and process requisitions and software.
Foreign & Domestic Honorariums: Arrange & Process forms, documents & ePAF for payments.
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.
Tier 1 account reconciling
Serve as a Tier 1 monthly account reconciler for State, Auxiliary, Foundation, M&S funds.
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.
Work with Manager, Administrative Services of items needing correction if / when found when reconciling.
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.
Assist Director with miscellaneous clerical / secretarial duties and travel as needed.
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
Deposits & Journal Entries
Process Deposits and Journal Entries: ONL, E2E, E2R as needed
|