Fiscal Assistant II

3 weeks ago

Gainesville, United States University of Florida Full time

Classification Title:

Fiscal Assistant II

Job Description:

FISCAL OPERATIONS:

Incumbent is responsible for all procurement processes within the department. This requires the ability to perform the following, but not limited to, tasks: procurement via requisition/purchase order in myUF Market or purchasing card (PCard). In addition, this position is responsible for a variety of other fiscal operations which include, but are not limited to, verification of all PCard transactions for cardholders in ChE, disbursement (accounts payable) via myUF Payment Solutions, Expense to Expense (with and without cost transfers) processing, voucher processing, reconciliation of outstanding encumbrances, obtain PCards for appropriate new employees, Cash Expense Refunds, and monitor account balances using Commitment Control and myInvestiGator.

This position is responsible for ensuring PCards transactions are verified with appropriate chartfields, descriptions, and documentation images in a timely manner and in compliance with UF Purchasing aging guidelines. Further, the incumbent is responsible for ensuring monthly PCard Aging Reports are assembled, reconciled, and verified. This position must review and process invoices daily in myUF Payment Solutions to ensure ChE disbursements are timely to all vendors. In addition, the incumbent should run queries daily to review outstanding PCard transactions, PCard transactions without supporting documentation, and voucher errors. Incumbent shall serve as a liaison for the department for all procurement transactions with the HWCOE, University, and outside vendors. This may require assisting new vendors with enrollment to UF's official vendor file with Procurement and Disbursements.

Incumbent will coordinate with the HWCOE Processing Office to complete monthly reconciliations of all funds within ChE. This primarily consists of saving all documentation to the reconciliation drive in the appropriate file nomenclature. This may also require the incumbent to retrieve and save appropriate documentation as requested by the HWCOE. Further, it is expected that this position will retain organized and audit ready procurement and disbursement files for the department.

Further, they will initiate and prepare check requests, unencumbered expenses without an invoice, for the AD's review and approval.

This individual is responsible for ensuring adherence, under the direction of the Associate Director, to applicable rules and regulations for purchasing activities at UF. Incumbent should develop a general understanding of the cost principles for sponsored awards to assist in efficient fiscal processing with ChE Research Administrators.

TRAVEL AND EXPENSE:

This position is responsible for processing travel authorizations and associated (travel related and personal) reimbursements for ChE. In coordination with other office staff, this position is responsible for maintaining organized, audit ready files for all travel and employee reimbursement related transactions. This function requires the incumbent to follow the established university travel policies and procedures. In addition, this position requires the incumbent to frequently educate travelers prior to and during their trip, as needed.

COMMITMENT ACCOUNTING:

This position is responsible for assisting the Associate Director with accounting of various financial commitments within ChE. Examples include, but are not limited to, department funded commitments to student organizations, student travel matching funds, renovation/relocation projects, classroom/laboratory establishment, and/or various faculty commitments. This requires the incumbent to become proficient with UF's enterprise analytics modules to query financial data. In addition, the incumbent must be very proficient in using Microsoft Excel to sort and organize data and establish workbooks for commitment tracking.

OTHER DUTIES:

Complete other work and special projects as assigned by the Associate Director.

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