Fiscal Assistant II

Apply now Job no: 536821
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:60460000 - AG-SCHL FOR, FISH, & GEOMATICS

Classification Title:

Fiscal Assistant II
Classification Minimum 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.
Job Description:
Process myUF Market carts, invoices, and requisitions in myUF Marketplace. Utilize accounting software to determine whether department specific funding is available and an acceptable business purpose provided.  Properly review Procurement transactions to ensure correct funding source and account code usage prior to data entry. As needed follow-up with faculty/staff/administrator on funding.  Match and attach documentation to invoice and verify line items as identical. Research and respond to UF supplier payment requests regarding past due invoices.  Complete change order requests as needed. Provide instruction and guidance to faculty and staff on how to find their way around the myUF Marketplace. Interact with Procurement personnel when needed to resolve issues. 
 
Process journal entries for internal department billing for Lakewatch, Forest Genomics, Tropical Aquaculture Lab, Project Learning Tree, and Natural Resources Leadership Institute.
 
Create journal entries to correct chartfields identified by Accountant II during month reconciliation.
Assist and back-up for maintaining state vehicle database, SunPass toll transponders and vehicles sent to surplus/new vehicle purchases. Receive vehicle logs for all department vehicles, organize and monitor state vehicle log submissions, communicate with vehicle owners, and process journal entries each month to charge mileage. Review fuel purchases on service center vehicles to correct funding according to the purpose of trip. 
Review open Purchase Order encumbrances.  Ensure all items are received and invoice paid. Close Purchase Orders as appropriate. 
 
Maintain fiscal team’s informational SharePoint web pages. 
Process Deposit transactions for Austin Cary Forest Rental and logging payments.
Maintain Departmental online accounts for FedEx, UPS, Office Depot, Home Depot, Sam’s Club, Lowe’s, SunPass and others.
 
Process school’s spring celebration student award scholarships for students who are not employees. Student award scholarships are processed as UF supplier payments. 

Performs other duties as assigned. Assist other fiscal team members and supervisor as needed with end of fiscal year, beginning of new fiscal year, special projects. 
Expected Salary:

$19.50 - $21.50 Commensurate with education and experience
Required Qualifications:

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.
Preferred:
1. Ability to communicate clearly and effectively collaborate with administrators, faculty, staff, students, and UF Suppliers.
2. Ability to work independently and in a team environment.
3. Operate office equipment including computer, scanner, and copy machine.
4. Proficient in Adobe and Excel. Knowledge of SharePoint. 
5. Ability to plan, organize and coordinate work assignments. 
6. Knowledge and ability to use correct spelling, punctuation, and grammar.
7. Attention to detail.
8. Experience working with a UF department fiscal team for a minimum of one year.
9. Knowledge of UF policies and procedures.
10. Knowledge of Vehicle Service Center Accounts.
11. Experience working in myUFL Marketplace and PeopleSoft. 
12. Knowledge of routing and approval processes for Purchase Orders, Invoices, and PCards. 
13. Familiarity with UF funding and fiscal year-end tasks.

 
Special Instructions to Applicants:

 In order to be considered, you must upload your cover letter and resume.

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.
Health Assessment Required:  No

 

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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