Fiscal Assistant II

The Florida Museum of Natural History is recruiting for an experienced Fiscal Assistant II to support the museum’s financial and administrative operations. This position has primary responsibility for non-travel PCard processing and payroll support and plays an important role in ensuring accurate allocation of payroll charges and compliance with University of Florida policies.

The Fiscal Assistant II works closely with museum leadership and central UF offices to support smooth, efficient financial operations and strong internal controls. The role also assists the DSA with verifying security roles and regularly interacts with staff across departments.
This is a well-established, high-volume unit with defined processes and collaborative support. The successful candidate will be highly organized, able to manage multiple priorities, exercise sound judgment, and take initiative while consistently adhering to college, university, state, and federal policies, procedures, and regulations.

• Serve as the primary contact for payroll and time/leave reporting, sending bi-weekly reminders and providing guidance to managers to ensure deadlines are met.
• Manage employee profiles in Time Security, monitor timekeeping accuracy, and serve as a proxy for supervisors when needed.
• Review preliminary and final pay lists to verify accurate payroll charge allocation; identify and resolve discrepancies and request emergency payments as necessary.
• Compare payroll cost distribution reports with encumbrances in the Museum’s accounting system and coordinate corrections with the HR Generalist II.
• Collaborate with the UF Central Leave Office to resolve leave balance discrepancies; maintain and verify leave records, including FMLA, Paid Parental Leave, and other leave requests.
• Provide onboarding instruction to new supervisors and new hires on timesheet and payroll procedures.
• Serve as backup payroll support for the NH and EPP departments, including reviewing time and labor entries and following up on corrections and approvals.
• Manage moving and relocation reimbursements via ePAF.
• Process additional payments related to leave or payroll adjustments.
• Perform other payroll- and HR-related duties as assigned by the Director of HR, in accordance with UF policies and procedures.

• Maintain a thorough understanding of University of Florida Procurement Directives and Procedures.
• Serve as the primary liaison between the Museum and the UF PCard Team for disputed charges, fraud cases, and audit requests.
• Review, approve, and reconcile non-travel PCard transactions, ensuring accurate chartfields, clear business purposes, and complete documentation.
• Assign travel-related PCard charges to users’ travel profiles for processing by other fiscal staff.
• Evaluate allowability and fund availability for purchases; consult with Research Administrators and the Finance Director as needed.
• Approve charges in myUFL in accordance with university policies.
• Provide training and guidance to new cardholders on PCard policies and procedures.
• Monitor spending patterns, identify unusual activity, and escalate concerns to the Director of Administrative Services.
• Generate and review the PCard Paid Charges Aging Report to support internal controls.

• Coordinate IT access for new hires and visiting researchers, including UFID creation and museum affiliations.
• Track training records to ensure completion of orientation and required renewal trainings.
• Update time and labor security roles in the DSA system as needed.

• Participate in a collaborative Finance & Human Resources team environment.
• Support special projects or additional responsibilities as assigned.
• Cross-train to provide backup support for other positions within the Finance & Human Resources office.

The salary range is $22.00 - $25.00 per hour, commensurate with qualifications and experience and the compensation includes a full benefits package

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.

• 2–4 years of experience in payroll, PCard management, or financial administration, preferably in an academic or non-profit environment.
• Strong understanding of payroll processes, PCard policies, and financial procedures.
• Demonstrated accuracy and attention to detail in reconciling financial transactions and data entry.
• Proficiency with UF financial systems (myUFL, Time Security, DSA) and Microsoft Office Suite.
• Excellent organizational and communication skills, with the ability to work independently and manage multiple responsibilities.
• Ability to work independently, manage multiple tasks, and maintain confidentiality.
• Strong critical-thinking and record-keeping abilities.
• Experience with PeopleSoft functions, SAP Concur, OnBase, Adobe, and myUFMarketplace preferred.
• Ability to learn and apply UF policies and adapt to new systems, processes, and software updates.
• Ability to work effectively as part of a team.

In order to be considered, online applications must include the following: (1) a detailed letter of application that explains how you match the particular qualifications of this position and how your perspective will contribute to and enhance our community; (2) a resume; (3) names and contact information of three professional references. The Search Committee may request additional materials at a later time.

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.

This is a time-limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This requisition has been reposted. Previous applicants are still under consideration and need not reapply.