Fiscal Assistant II

Classification

Title:

Fiscal Assistant II

Classification

Minimum Requirements

Classification

Minimum Requirements are the baseline requirements for Staff Titles and Academic Titles found at the University of Florida.

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Job Description:

myUF Marketplace

Processes invoices and vouchers for payments from all Pediatrics accounts Restricted (Grants and UFF) and Unrestricted (FCPA and Cash) Accounts through myUF Payment Solutions, UF AP Automation System; ensures accuracy and compliance with the University, State, FCPA and various granting agencies guidelines:

* Add GL allocations to invoices

* Approve invoices for payment

* Enter check request

* Work AP match exceptions when generated

* Add annotations to images

* Add supporting documents to invoices

* Add notes to invoices

* Route invoices to other users of the system

Verifies that accounts have proper funds available in the line or category prior to processing, then posts, balances and reconciles payables. Inputs vouchers for encumbered (reconciles vouchers to the PO) and unencumbered payments (processing check requests). Processes Participant Support Payments as being responsible for fiscal operations of clinical trials invoices and patient reimbursements; makes sure that the appropriate University rules are followed and documentation is maintained.

Ensures the following prior to approving and processing paperwork:

1. Designated vendors who provide goods and services under State Contract are being utilized when applicable

2. Matches packing slips to invoice when received to verify receipts of goods/services. Verifies invoices for accuracy.

3. Verifies forms submitted are filled out properly using correct codes and account numbers

4. Acquires documents to add vendors to both People Soft and FCPA vendor files

Voucher processing includes all special activities relating to tracking account information for the following:

* All cell phone payments (Verizon and Sprint, as well as cell phone and other wireless device reimbursements)

* Cintas Invoices

* Fed Ex

* American Messaging

* Airgas

* Iron Mountain

* Elite Enterprise invoices CMS building (maintenance of the funding split and monthly payments, PO set up annually under General division

* Art Therapist recurring voucher for Shands from the CMN project

Purchase Orders & myUF Market

Requisition er:

Reviews myUF Market shopping carts received from divisional shoppers and places orders; responsible for initiating purchase orders for the department from all Pediatrics funding sources (unrestricted and restricted). Processes requisitions to purchase, change orders, and encumbrances. Works with Purchasing Department with any questions and calls vendors as needed. Completes process to have new vendors added to the UF system working with divisional faculty and staff on collecting necessary forms adding new vendors to the People Soft system.

May assist with obtaining quotes. Acts as a department liaison with all vendors. Ensures proper signatures and submitted according to UF policies and procedures. Closes and updates open encumbrances; responsible for processing self-moving reimbursements for Pediatrics faculty and staff.

UF GO

Responsible for solving problems and questions related to UF GO that faculty and administration may have. Technical issues may need to be addressed in conjunction with the UF GO team. At the discretion of administration, can be responsible for creating general reimbursement requests, expense reports, or travel reports. PCard reports that encompass unreconciled 8-15 + days old transactions are sent out weekly.

Reviewing and approving PCard transactions in UF GO, which includes accurately reviewing the receipts, amounts, account codes, chart fields, etc., of a specific PCard report.

myUFL and FCPA Journal Entries and Budget Errors Report:

Journal Entries & Budget Reports:
Enters and tracks the journal entries into People Soft and provides reports to divisional administrators for the transactions. Responsible for the all types of journal entries: E2E to clean up negative projects or move incorrect charges, ONL to retro old payroll or transfer dollars from clinical trials to 214 accounts; assists with journal entries from 171-FXXXXX to 209 projects to internally move spendable transfers from UFF, if they are restricted for research.

These transfers are processed on a General Ledger journal (ONL journal source) using GL account 430000 in both funds 171 and 209 rather than cash transfer accounts. Unique source of funds G000880 is used in fund 209. Corrects errors and move costs and distributed Admin funded costs to divisions; runs budget error reports and resolve errors. Responsible for attaching an appropriate back up documentation to all journals entered.

Email, phone, record keeping, mail support:

Responsible for…