Fiscal Assistant II

Apply now Job no: 538258
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:33070000 - HP-CLINICAL - HLTH PSYCHOLOGY

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:

This position is housed in the Department of Clinical and Health Psychology (CHP), College of Public Health and Health Professions (PHHP). This position will report to the Assistant Director, Administrative Services, and will provide support to the department and the Assistant Director in all aspects of the financial and business activities for the department.

Essential functions include:

Procurement/Expenditures
Responsible for all procurement and disbursements within PeopleSoft and MyUF Marketplace for the department, including all clinical procurements and disbursements. Responsible for the preparation and processing of outside vendor invoices, payment authorizations, interdepartmental encumbrances, and purchase requisitions. This includes purchases via UF Purchasing Card (PCARD), Purchase Order (PO), direct billing, and payments for all these expenditures. 

Receives and evaluates submitted requests for purchases in the College’s Purchasing Approval Request (PAR) system to determine adherence to University and departmental policies and procedures, and the appropriate funding sources and mechanisms for payment.

Utilizes own PCARD to make purchases as requested and approved by the Assistant Director, Administrative Services. Reconciles PCARD charges weekly.

Submits requisitions for POs in MyUF Marketplace system. Places all specialty orders, upon approval by the Assistant Director, Administrative Services. Works with Assistant Director, Administrative Services to ensure all purchases and expenditures are within federal and state laws, UF policies, and procedures, and PHHP policies.

Processes reimbursements in UFGO to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy. Confirms complete backup documentation is uploaded in OnBase for purchase orders and travel transactions.

Subsequent vendor follow-up and tracking of expenses to confirm appropriate payments.

Travel
Provides guidance and assistance to faculty, students and staff with preparing and submitting travel authorization requests and travel expense reports in the UFGO system. Works with the Administrative Specialist to coordinate travel for recruitment visits for faculty candidates. Coordinates with PHHP Research Core team member assigned to CHP on travel funded by research and grant funds.

Fiscal Duties
Researches operational problems and errors, recommends solutions, and implements them. Actively addresses issues and provides customer service to faculty and staff as it relates to fiscal processes. Builds relationships with stakeholders throughout the department, college, university and outside constituents.

Processes journal entries, change order requests, cash expense refunds, and deposits.

Provides training to department employees engaging in purchasing activities and assists with onboarding of new employees by providing an introduction to purchasing at UF and in the department; continues to advise faculty, staff, and administrators regarding University policies and procedures related to fiscal activities.

Reviews monthly transaction details to identify errors and works with the Accounting Specialist to make corrections. 

Assists the Assistant Director and Accounting Specialist with various financial tasks as assigned, including running reports, audit preparation, and clinic-related duties as needed.

Serves as backup (as needed in times of high volume or for vacation coverage purposes) to the other administrative staff within the department.
Expected Salary:

$21.89 - $26.34 hourly; commensurate with education and experience.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/.
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 Qualifications:

Knowledge of University of Florida policies and procedures. Must have the ability to exercise a high degree of diplomacy and tact; excellent customer service, interpersonal communication skills and demonstrated ability to work with diverse groups of people. Strong computer skills, particularly in PeopleSoft. Must be highly flexible and able to accommodate changing needs of the department. Ability to work well under pressure with minimal supervision. Strong organizational skills. Demonstrated attention to detail. Ability to maintain a high level of confidentiality.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three references.

Applications must be submitted by 11:55 pm (ET) of the posting end date.

This is a time-limited position.

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) with your application for consideration.

If an accommodation is needed to apply for this position, please call (352) 392-2477 or the Florida Relay System at (800) 955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida’s Sunshine Law.
Health Assessment Required: No

 

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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