Administrative Support Assistant II

Classification Title:

Administrative Support AST II

Job Description:

LEVEL 2 APPROVER FOR INVOICES & P-CARDS . Serves as the Department’s Level 2 approver for invoice payments and approves all p-card payments. This will require incumbent to have a working knowledge of the various funding sources in the Department (i.e., Foundation, auxiliary, State, Federal, and other agencies), what is an allowable expense for the different funding sources, know what is required as auditable backup, and possess attention to detail. This person will review all documentation attached to the transaction in the different payables modules and review the entries made by the Level 1 reconciler. This person will need to ensure the backup is properly saved electronically in the Department’s shared files and charges are properly documented in financial spreadsheets prior to approving charges. Works closely with Administrative Support Assistant I to ensure that payments and / or credits are applied properly and purchase orders are finalized so that PO balances are released. Incumbent will serve as the point of contact for discrepancies and will be expected to work with respective personnel in resolving them in a reasonable timeframe. Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance in FSHN. Working with Department’s IT Professional and HR Generalist, submits software licensing requests and process related payments. Under special circumstances, when payment is not eligible for processing in the Human Subject Payment module, will receive list of study participants, work with Principal Investigator to determine appropriate form of payment, gathers completed documents, and originates a pre-payment encumbrance in system. Works closely with lab staff to process individual payments in a timely manner.

PROCUREMENT . Provides training to new employees on how to use myUF Marketplace, works with faculty and vendors regarding Procurement Guidelines and Procedures. Reviews the shopping cart requests, ensures appropriate back-up is provided, enters the Chartfield and other pertinent information, ensures the expense is allowable on source of funds, and that budget exists. It will be important that this person has attention to detail and is comfortable requesting additional information prior to approving the requisition. Will be expected to assist with problem solving when Shopper has an issue with getting something through myUF Marketplace. Attaches UF’s Tax Exempt Certificate to Requisitions when necessary. Originates Purchase Orders for purchases > $5,000, acquisition of equipment, furnishings, construction services, maintenance services, and professional contractual services. This person will also originate CFRs for UF vendors. Will assist with bids and preparing sole source documents when necessary. Ensures Department follows Procurement’s quote requirements and proper documentation is on file. Works with new vendors on completing the necessary forms to be added in the University’s financial systems. It will be important that this person have attention to detail to ensure that both the backup and Chartfield information included in all fiscal transactions are accurate and meet auditing requirements. Processes Purchase Order Change Order requests. Submits scantron order requests and orders business cards.

TRAVEL & PERSONAL REIMBURSEMENTS . Prepares internal FSHN form to request UF ID for new travelers, collects required department forms & related backup to process Travel Authorizations (TA) and personal reimbursement (ER) requests. Will process Cash Advances when requested and ensures that it did not exceed actual allowable costs after trip ended. Will process Cash Expense Refunds when appropriate. Provides details to Administrative Specialist I to make appropriate travel reservations after TA is established. Communicates information about travel and reimbursements, explains and answers questions regarding related matters within established guidelines, policies, and procedures. Obtains proper auditable back-up and attaches to ERs electronically. Serves as a liaison between traveler, Department, and central UF Travel Office. Provides documentation requested upon post audits and answers questions.

ACCOUNTS RECEIVABLE, CREATE / MAINTAIN DEPARTMENT FORMS, JOURNAL TRANSFERS, AND MONTHLY RECONCILIATION . Prepares paperwork for donations to UF Foundation and assists with establishing new fund accounts. Incumbent will also receive check payments or requests for a completed ACH form. For ACH payments, it is the responsibility of this person to provide the appropriate details to both the payor and UF Treasury Management. For check payments, incumbent will prepare a receipt for payor, enter deposits into financial system and ensure the checks are delivered to University’s Treasury Management before their published deadline. Maintains electronic filing system for fiscal transactions. Create and maintain various fillable PDF forms and excel spreadsheets for finance office. Processes journal transfers (i.e., cost transfers, payments from other UF departments) as directed by Administrative Services Manager. This person will assist with monthly reconciliations, and rectifying errors as it pertains to Accounts Payable, Accounts Receivable, Purchasing, Travel, and open encumbrances. Brings budget concerns, reconciliation issues, and other discrepancies to the attention of the Administrative Services Manager. This position will need to monitor open encumbrances to ensure payments are applied timely, vendor discounts are processed, and the PO finalized so that balances can be released if applicable. Reviews monthly reconciliation Open Encumbrance Reports to ensure travel reimbursements are completed and encumbrances are properly closed out. Will follow up with travelers regarding trips that have completed but have not had an expense report completed.

RECEPTIONIST . This position will assist with covering front office receptionist needs. This includes lunch breaks, meetings, absences, or when the two Administrative Specialist I positions are occupied with another phone call or walk-in guest. Job duties include, but are not limited to, scheduling meetings, maintaining the calendars for the Department’s vehicles, conference rooms, and parking passes. Greets visitors. Answers inquiries by telephone, email, mail, and in person. Communicates information about standard services, explains and answers questions regarding routine policies and procedures within established guidelines. Assists with the logging in packages received and contacting recipients to pick up. Refrigerates items that require it.

Expected Salary:

Expected salary range $43,940 - $47,396, depending upon experience

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:

Working knowledge of how to use a multi-line telephone, copier / scanner, printer, desktop computer, adding machine and email, internet, Microsoft Office (Word, Excel,), and Adobe Pro. Excel is widely used in this position and incumbent will be expected to be able to perform at an intermediate level. Ability to create fillable pdf forms.

Intermediate mathematical skills.

Ability to effectively communicate both verbally and in writing; accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

Knowledge and ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Ability to manage multiple concurrent objectives, projects, activities and making effective judgments as to prioritizing and time allocation.

Experience working at a University performing various fiscal functions, has a working knowledge of PeopleSoft & myUF Marketplace, and an understanding of the different funding sources at the University (i.e., Foundation, State, auxiliary, grants, IDC, residual funds).

Special Instructions to Applicants:

In order to be considered, you must complete the online application, upload your cover letter, resume, and a list of professional references with their current contact details.

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

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 position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required: No