Fiscal Assistant III

Classification Title:

Fiscal Assistant III

Job Description:

TRAVEL PROCESSING

• Responsible for preparing and submitting travel-related documentation for approval and processing: Travel authorizations, Travel expense reports, Cash advances, and Foreign Visitor Traveler Payments.
• Ensures that all transactions meet UF, Center, and Sponsor guidelines and procedures.
• Informs staff, faculty, students and visitors of UF and Center fiscal guidelines and procedures.
• Ensures that all travel-related documentation is complete and that expenses are appropriately coded.
• Serves as liaison with appropriate UF offices as necessary.
• Monitors aging report on travel expense reimbursements.

P-CARD PROCESSING

• Responsible for processing P-Card transactions making sure that they comply with UF directives, regulations, and guidelines.
• Monitors purchases made by cardholders in unit and works closely with them to ensure they follow guidelines and meet processing requirements and deadlines.
• The person in this position is also responsible for authorizing payments in the PeopleSoft system ensuring that all receipts include the required documentation and that expenses are appropriately coded for final approval.
• This position is also responsible for requesting new cards and answering questions from P-Card holders. Reconciles charges to the Purchasing Card report.
• Maintains all records as required by University rules and regulations.

FINANCIAL RECORDS AND RECONCILIATION

• Maintains internal financial records for all departmental state, overhead, and contract and grant purchasing and payroll transactions.
• Responsible for creating and maintaining the Title VI budget category spreadsheet needed for reporting purposes.
• Responsible for reconciling fiscal transactions done by Fiscal Assistant II for tier 1 reconciliation.
• Assists with year-end close out of all accounts.
• Ensures sufficient funding is available for purchases.
• In charge of non-payroll related budget transfers.
• Researches and corrects data.
• Works closely with the Center’s Accountant III and Assistant/Associate Director for Administrative Services to resolve funding issues related to expenditures in the Center.

CONTRACTS AND VENDOR PAYMENTS

• In charge of preparing and submitting vouchers in conjunction with contracts with Purchase Orders.
• Submits contracts to Purchasing for signature.
• Assists faculty, staff, students, and vendors with processing paperwork necessary for the vendor set up with Purchasing, Tax Services, and the UF system.
• Informs Program Coordinators, faculty, and other staff of appropriate forms to fill out and policy changes.
• Serves as back up for other invoice processing.

FISCAL SERVICES

• Responsible for handling payment of household and lab moves for new faculty members as well as reimbursement to new faculty hires for out-of-pocket expenses incurred during their relocation/travel to Gainesville.
• Provides training and assistance to other members of the Fiscal team, faculty, staff and students.
• Assists Accountant III with fiscal training for the Center.
• Reviews the IT and telecommunication bills for errors and improper phone usage.

Expected Salary:

$19.64 - $21.55

Minimum Requirements:

A high school diploma and five years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

The ability to self-start, work independently, and multi-task; ability to provide good customer service to staff, faculty, students, and visitors; bilingual Spanish/English; and familiarity with PeopleSoft.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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

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

Health Assessment Required: No