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    Fiscal Assistant II - Gainesville, United States - University of Florida

    University of Florida
    University of Florida Gainesville, United States

    2 weeks ago

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    Description

    Classification Title:
    Fiscal Assistant II


    Job Description:


    The Department of Chemistry at the College of Liberal Arts and Sciences is seeking a Fiscal Assistant II to process financial transactions and provide oversight and guidance to admin support assistants, graduate students, and faculty regarding purchasing, PCards, travel, and reimbursements in the Department of Chemistry.

    The Department of Chemistry is comprised of 54 faculty, scientists, and lecturers, and about 300 graduate students. The Department of Chemistry is actively conducting research on approximately 119 Federal and Non-Federal grants. The unit spends approximately 30 million in grant, foundation, and state funding each fiscal year.

    Duties and responsibilities include, but are not limited to:

    Procurement and Disbursements in the myUF Marketplace


    This position is one of two primary myUFL requisitioners for the Department of Chemistry, responsible for purchasing lab supplies, equipment, other items and services for Chemistry faculty, their research groups, the undergraduate teaching labs, and the department, utilizing Federal and Non-Federal grants, State of Florida, and University of Florida Foundation funds.

    This position will create requisitions themselves as well as verify and complete requisitions for admin assistants and grad students.

    The Fiscal Assistant is responsible for completing the chartfield, verifying that the items are allowable, attaching quotes, and verifying that the funding source supports the purchase.

    This position provides high-level expertise in complex transactions.

    Processes invoices for payment in the marketplace.

    This involves comparing shipping documents with items received, checking invoice price extensions and totals against the purchase order, and verifying that items were received and are in acceptable condition before payment is made.


    Provide potential vendors with the link to complete the application to become a UF Supplier and assist them if necessary.

    Work with UF Procurement to assist faculty with large dollar purchases that require competitive bidding or sole source documentation. Facilitate this process and follow through with timely payments to vendors.

    Complete change orders, correcting original purchase orders as necessary.

    Adhere to UF Procurement's policies regarding purchasing, including those required to procure assets.

    PCard Holder, Verifier, and Approver

    Utilizes and reconciles their purchasing card. Reconciles and approves other employees' transactions. The Department of Chemistry has approximately 50+ PCard holders.

    This position will be responsible for a subset of the cardholders needing verification and approval and will provide backup to the Fiscal team when employees are absent.

    Inspects backup documentation as submitted by the cardholder and compares it to UF policy on documentation requirements.

    Identifies any need for additional documentation or clarification of purchases and corresponds directly with the cardholder to obtain this information.

    This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and timely.

    Travel and Expense Reimbursements

    Reviews and processes Travel and Expense Reimbursements through myUFL.

    This involves verifying that the expenditures align with UF policies and reviewing or processing the reimbursement in the Travel and Expense module in PeopleSoft.

    Reviews business meal reimbursements and verifies that all expenditures follow UF Foundation policies when Foundation funds are used.

    PCard Holder, Verifier, and Approver

    Utilizes and reconciles their purchasing card. Reconciles and approves other employees' transactions. The Department of Chemistry has approximately 50+ PCard holders.

    This position will be responsible for a subset of the cardholders needing verification and approval and will provide backup to the Fiscal team when employees are absent.

    Inspects backup documentation as submitted by the cardholder and compares it to UF policy on documentation requirements.

    Identifies any need for additional documentation or clarification of purchases and corresponds directly with the cardholder to obtain this information.

    This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and timely.

    Travel and Expense Reimbursements

    Reviews and processes Travel and Expense Reimbursements through myUFL.

    This involves verifying that the expenditures align with UF policies and reviewing or processing the reimbursement in the Travel and Expense module in PeopleSoft.

    Reviews business meal reimbursements and verifies that all expenditures follow UF Foundation policies when Foundation funds are used.

    Auxiliary Billing


    Utilizes Excel data to prepare E2R spreadsheet journal entries to process departmental billing for 2 out of 4 of our scientific auxiliaries.

    This involves utilizing MS Excel pivot tables to summarize the data and then copy and paste it into the spreadsheet journal upload.

    Additionally, individual E2R journal entries will be needed to record revenue as well.

    Monthly Reconciliation

    As a Tier 1 Reconciler, the incumbent participates in the monthly reconciliation of the delivered monthly financial reports. Reviews transactions for adherence to UF Policy, chartfield accuracy, and addresses errors when necessary.

    Open Encumbrances

    Reviews open encumbrances (Purchase Orders and Travel Authorizations) to assess payment status. Processes or closes the invoices as needed. Reviews Travel Authorizations that are aging to determine if they need to be closed.

    Maintains a list of open encumbrances that have been open longer than usual for various reasons.

    For instance, when equipment takes several months to build and ship to UF, when items are on backorder, or when discrepancies arise between the vendor and our faculty.

    Journal entries.

    Create E2E journal entries to correct various chartfield or account code errors as necessary.

    Cashier

    Prepares deposits in for checks, wire transfers, and credit cards payments received by the Department. Responsible for delivering checks to Criser Hall or UF Foundation.

    Fiscal Support and Continuous Improvement

    Provides review and guidance to Chemistry's Admin Support Assistants regarding procurement, travel/reimbursements, PCard purchases, and other policies. As part of the Fiscal team, supports the department by covering time-sensitive tasks in the case of absences. Serves as a departmental-level expert, including handling complex fiscal tasks.

    The incumbent provides excellent customer service to internal and external clients and when representing the University. Additionally, uses independent judgment, initiative, and the ability to coordinate a variety of tasks in a fast-paced environment.


    In all duties listed above, the incumbent will review UF policy and verify that expenses are allowable on the specified funding source, as well as the availability of funds, consulting with department research administrators and the Accounting Manager as needed.


    Participates in continuous improvement with one's responsibilities as well as the fiscal office and adapts to the University's continuous improvement initiatives.

    Distributes packing slips brought to the Fiscal office by the receiving manager to the administrative assistant's mailboxes. Obtains the Fiscal office mail and distributes it to appropriate fiscal personnel.

    Other duties as assigned.


    As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university's core curriculum.

    We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

    Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow's leaders is not the only task occupying our over 800 faculty.


    Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society.

    The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.


    UF is the state's oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings), and 1st among public institutions in the Wall Street Journal 2023 survey.

    UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville).

    The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography.

    UF's large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy.

    Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program.

    Learn more about what Gainesville has to offer at Visit Gainesville.
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