Administrative Assistant II

Apply now Job no: 538697
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:  - LS-CHEMISTRY-GENERAL

Classification

Title:

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

Job Description:

Preparation and submission of proposals in UFIRST and other electronic systems like FASTLANE; monitor and verify division budgets, produce reports and other documents and correspondence associated with federal and non-federal funding for research.

Process travel paperwork for professors, postdocs, graduate students, and visitors. Help with travel schedules, including making airline and hotel reservations, preparing itineraries for visiting professors and other visitors to the department and the University.

Process Travel Authorizations, personal reimbursements, cash advances and generate monthly fiscal reconciliation reports for the division. This will require the incumbent to have a working knowledge of the various funding sources in the department (i.e., Foundation, auxiliary, State, Federal, and other agencies). Incumbent must ensure the backup is properly saved electronically in the department’s shared files and charges are properly documented in financial spreadsheets prior to submitting charges.

The Administrative Support Assistant II 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.

Collects required department forms and related backup to process Travel Authorizations (TA) and personal reimbursement (ER) requests. Process Cash Advances when requested and ensure that they did not exceed actual allowable costs after the trip ended. Responsible for making 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.

Creating, processing, and managing of electronic requisitions, purchase orders and change orders. Record keeping and placing of orders, reconciliation and verification of PCard purchases, and monthly assembly of PCard purchase backup documentation. Record keeping and submission of reimbursement requests for Butler Laboratory professors and their group members. Monitor and prepare paperwork for the University of Florida Foundation accounts containing divisional funds.

Provides training to new employees on how to use myUF Marketplace, works with faculty and vendors regarding Procurement Guidelines and Procedures. Ensures appropriate back-up is provided, enters the Chartfield and other pertinent information, ensures the expense is allowable on the source of funds, and that budget exists. It will be important that this person has attention to detail and is comfortable requesting additional information before submitting the requisition.

Attaches UF’s Tax Exempt Certificate to Requisition s when necessary. Originates Purchase Orders for purchases > $5,000, acquisition of equipment, furnishings, construction services, maintenance services, and professional contractual services. Assists with bids and preparing sole source documents when necessary. Ensures division follows Procurement’s quote requirements and proper documentation is on file. Works with new vendors on completing the necessary forms to be added to the University’s financial systems.

Attention to detail is critical to ensure that both the backup and Chartfield information is included, accurate, and that it meets auditing requirements.

Maintains electronic filing system for fiscal transactions. Create and maintain various fillable PDF forms and excel spreadsheets for finance office.…