Fiscal Assistant III

Apply now Job no: 538290
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:71010000 - EHS-ENVR - HLTH - SAFETY-ADMIN

Classification Title:

Fiscal Assistant III
Classification Minimum Requirements:

High school diploma or equivalent and five years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.
Job Description:

This position performs a variety of fiscal duties within Environmental Health & Safety, supporting the Finance Manager with Accounts Receivable and Accounts Payable functions for EH&S Auxiliary Services. Key responsibilities include generating and distributing invoices to University departments and external customers for services provided, processing journal entries in PeopleSoft, recording transactions in the department’s accounting system, purchasing supplies, maintaining vehicle records, and preparing departmental deposits.

Accounts Receivable, Billing & Invoicing

  • Compiles service data and generate internal and external invoices for EH&S Auxiliary Services.
  • Collects chart field information from departments and processes E2R or E2E journals for payment.
  • Maintains subsidiary ledger of accounts receivable.
  • Monitors collection of accounts to ensure payments are received on a timely basis.
  • Researches and resolve finance and accounting related issues, including billing or other accounting errors and works with the appropriate departments to resolve the issues.

Accounts Payable & Purchasing

  • Assists in purchasing supplies for EH&S Auxiliary services via UF Purchasing Card or preparing requisitions to purchase when the UF Purchasing Card is not appropriate.
  • Assists in processing voucher payments, maintaining purchase order records, change orders, and documentation needed to process payments.
  • Assists in working with vendors to maintain and update their supplier information within the University’s Procurement System.
  • Maintains accounts payable records and files.  
  • Process Travel Authorizations, Expense Reports, and reconciliation of PCARD charges with Chart field and description and scan required back-up documentation.  

Deposits 

  • Prepares check, Cashnet, EFT, and credit card deposits and maintains accurate records within the UF System and the EH&S system.  Updates the EH&S Accounts Receivable system.

Administrative Functions

  • Maintains mileage logs, repair expenses, cleaning and fuel consumption for EH&S fleet vehicles.
  • Converses with vendors and other outside agencies and advises EHS Staff on relevant issues.

Reconciliation Functions

  • As a Tier 1 Reconciler, participates in the monthly reconciliation of the delivered monthly financial reports.
  • Reviews transactions for adherence to UF Policy, Chart field accuracy, and addresses errors, when necessary, as well as other duties as assigned.

A criminal background will be conducted.

Work hours: Monday – Friday, 8 a.m. to 5 p.m. Occasional travel to offsite locations.

Drive a state vehicle that requires a valid Driver's License.
Expected Salary:

Commensurate with education and experience
Required Qualifications:

High school diploma or equivalent and five years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.
Preferred:

EDUCATION & TRAINNG: Two or more years of experience in fiscal matters.

EXPERIENCE: Experience and knowledge of myUFL as it is related to fiscal functions and account reconciliations.

KNOWLEDGE:

Knowledge of UF Finance and State accounting principles and practices and standard office procedures.

Knowledge of UF Marketplace and UFGO.

SKILLS:

Proficiency with computers, basic software applications (e.g. Microsoft Office Word, Excel, PowerPoint, Outlook, Access), and working knowledge of PeopleSoft.

ABILITIES: -  Ability to work independently

-           Ability to provide professional customer service

-           Ability to communicate effectively (verbally and in writing)

-           Ability to plan, organize, and coordinate work assignments
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.
Health Assessment Required: No

 

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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