Careers | University of West Florida

Fiscal Specialist 125230

Apply now Job no: 496148
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Accounting/Finance

The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 850.857.6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.

Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850.474.2694 or jobs@uwf.edu.

Employment based visa sponsorship will NOT be considered for this position.

Position Number:	125230
Position Title (Classification Title):	Fiscal Specialist 125230
Working Title:	Fiscal Specialist
Job Summary:	This position provides essential support to the financial operations of Continuing Education (CE). This role works with the financial records and reports and contracts/grants associated with CE. Responsibilities include performing periodic and timely reconciliations of program financial activity between the unit records and the University financial management and accounting system, performing periodic sales tax reconciliations, performing daily, monthly and annual reconciliation of ledger transactions for CE, allocating expenses to programs, assisting in creating financial reports prepares billing and invoice documents. The CE Fiscal Specialist reconciles noncredit revenue, reconciles various loan and scholarship accounts against the general ledger; and assists with in-house accounts receivable collections; assists in the development of program budgets based on information received by program managers. Provides support with adherence to applicable laws, rules, policies, and procedures affecting the unit's operation, as well as records management responsibilities.
Department	Conferences & Continuing Educ
FLSA:	Non-Exempt
Minimum Qualifications:	A high school diploma and three years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Position Qualifications:	Knowledge of accounting principles and auditing techniques. Experience in an accounting and administrative support environment. This position requires the ability to work with multiple accounts and programs, create Excel spreadsheets, use critical thinking to support complex business and accounting processes, shift priorities when the need arises, remain organized, detail oriented, and complete tasks in a timely manner.
Preferred Qualifications	Bachelor’s degree, 1 year working experience.
Essential Functions / Job Duties:	30% - Performs reconciliations of program financial activity between the unit’s records and the University’s financial management and accounting system. Prepares monthly expenditure and account balance reports and provides expenditure and account balances to CE Business Office and Leadership. Maintains copies of auxiliary account program distribution worksheets, monthly ledgers, including revenue invoices, action sheets, expenditure invoices, receipts, direct pay requests, travel, P-Card, etc. Calculates profit distributions. Performs periodic sales tax reconciliations and daily and monthly reconciliations of ledger transactions for CE. Allocates expenses to programs. Develops billing and invoice documents. Assists in the preparation of the unit’s annual performance reports. This employee will prepare budget transfers as needed. Independently prepares monthly reconciliations and quarterly reconciliations and ensures there is appropriate back-up documentation. Reviews charges to ensure compliance with expenditure guidelines and University policies and procedures. - (Essential) 25% - Reconciles noncredit revenue, reconciles various loan and scholarship accounts against the general ledger; records and monitors returned checks/payments; posts charges and holds on student accounts; and assists with in-house accounts receivable collections. Reconciles the Division’s Concessions account. Audits payroll history reports monthly to ensure all who are being paid are on the correct index(s). - (Essential) 15% - Assist with the development of program budgets based on information received by program managers. Issues timely financial reports and assists in monitoring the effectiveness of programs and policies. Manages the accurate recording and filing of budget and program financial information. - (Essential) 15% - Assists the Business Manager with the coordination and management of financial administration for the Division. Analyzes and projects expenditures, revenue, and available funds. Advises the Business Manager of potential problems or compliance issues. An important part of this responsibility is to point out low account balances, deficits, and irregularities to the Business Manager. Analyzes account expenditures and available balances monthly to avoid potential overspending in any account. Resolves discrepancies with the Business Manager and other University offices as required. - (Essential) 10% - Provides support with adherence to applicable laws, rules, policies, and procedures affecting the unit's operation, as well as records management responsibilities. Provides administrative support to the staff and the organization with interpretation of applicable laws, rules, and University-wide policies and procedures affecting the unit and its programs. - (Essential) 5% - This position serves as a back-up to the Business Manager for P-Card operations for the Division. Ensures that all P-Card holders are up to date on and follow UWF policies and procedures to ensure proper P-Card usage. Assists with and provides training to other CE staff on the university’s Concur P- Card system. In the absence of the Business Manager, answers basic questions regarding account balances. Attends workshops as necessary to carry out duties. Other duties as assigned. - (Essential)
Physical Demands:	Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility. Impact of Deadlines: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days. Standing: Occasionally Walking: Frequently Sitting: Daily Reaching with hands and arms: Occasionally Climbing or balancing: Never Stooping: Never Use of hands to handle objects: Occasionally Lifting up to 10lbs: Occasionally Lifting up to 25lbs: Occasionally Lifting over 25lbs: Never Talking as express or exchange of ideas verbally: Daily Hearing as perceive sound by ear: Daily Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:	This position requires a criminal background screen. This position requires fingerprinting. This position is eligible for veteran's preference.
Number of Vacancies	1
Work Hours	8:00 am - 5:00 pm
FTE	1.0
Salary Range	$39,425 - $47,000
Pay Basis	Annually
Closing Date:	09/12/2025
Special Instructions to Applicants:	Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu. This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272. At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S. Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

Advertised: August 13, 2025
Applications close: September 12, 2025

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Position	Location	Closes
Fiscal Specialist 125230	Pensacola - Main Campus	12 Sep 2025
This position provides essential support to the financial operations of Continuing Education (CE). This role works with the financial records and reports and contracts/grants associated with CE. Responsibilities include performing periodic and timely reconciliations of program financial activity between the unit records and the University financial management and accounting system, performing periodic sales tax reconciliations, performing daily, monthly and annual reconciliation of ledger transactions for CE, allocating expenses to programs, assisting in creating financial reports prepares billing and invoice documents. The CE Fiscal Specialist reconciles noncredit revenue, reconciles various loan and scholarship accounts against the general ledger; and assists with in-house accounts receivable collections; assists in the development of program budgets based on information received by program managers. Provides support with adherence to applicable laws, rules, policies, and procedures affecting the unit's operation, as well as records management responsibilities.

Position	Location	Closes
Fiscal Specialist 125230	Pensacola - Main Campus	12 Sep 2025
This position provides essential support to the financial operations of Continuing Education (CE). This role works with the financial records and reports and contracts/grants associated with CE. Responsibilities include performing periodic and timely reconciliations of program financial activity between the unit records and the University financial management and accounting system, performing periodic sales tax reconciliations, performing daily, monthly and annual reconciliation of ledger transactions for CE, allocating expenses to programs, assisting in creating financial reports prepares billing and invoice documents. The CE Fiscal Specialist reconciles noncredit revenue, reconciles various loan and scholarship accounts against the general ledger; and assists with in-house accounts receivable collections; assists in the development of program budgets based on information received by program managers. Provides support with adherence to applicable laws, rules, policies, and procedures affecting the unit's operation, as well as records management responsibilities.

Human Resources

11000 University Parkway
Building 20E, Room 117
Pensacola, FL 32514

850.474.2694 Main
jobs@uwf.edu

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Monday - Friday
8 a.m. - 5 p.m.

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