Fiscal Assistant III

Job No: 541663

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department:  - HP-SLP LANG & HEARING SCI

Classification

Title:

Fiscal Assistant III

Classification

Minimum Requirements:

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

Fiscal Duties:
Responsible for all purchasing and reimbursements within the People Soft (PS) application for all faculty, staff, and students within the Department. This includes purchases via UF Purchasing Card (PCARD), Purchase Order (PO), and requisitions and payments for all these expenditures. Process reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy. Process myUFMarketplace invoices for approval by Department Administrator.

Responsible for the preparation and processing of Supplier (vendor) invoices, payment authorizations, interdepartmental encumbrances, purchase requisitions, and change order requests for POs. Subsequent Supplier follow-up, and coordination and tracking of expenses within the PS application. Assist new Suppliers with application process and portal. Manage all leasing and contract agreements, including approvals from the UF Purchasing Office, and oversight of competitive bidding as necessary.

Reconcile PCARDs issued to department associates weekly. Maintain electronic filing system for departmental expenses by fiscal year. Responsible for collection of payments from Dyslexia Reading Lab and Program; verify payments – cash, check, credit card; document payments and receipts in collections log and prepare deposit slips for PHHP Dean's Office. Prepare check request for Scottish Rite Foundation for Dyslexia Reading Lab.

Coordinate all maintenance/UF Facilities work orders and payments for the department. Serve as primary liaison for all maintenance contracts and payments for the department. Maintain maintenance agreements and contacts for repairs of all equipment and process payment. Foundation – prepare UFF-PA forms for invoices paid by Department's Foundation accounts. Prepare and process travel encumbrances, expense reports, travel authorizations, etc. for the department faculty and students.

Process Purchase Approval Requests (PARs), journal entries, and cash expense refunds.

Oversee the Department's direct billing invoices (ports, phones, mail, etc.), reconcile, and communicate any issues to the Department Administrator.

Serve as a primary fiscal resource and point of contact for department faculty and staff, providing guidance and support regarding fiscal policies, procedures, purchasing, travel, expense documentation, and other financial processes.

Provide ongoing fiscal training and mentoring for department personnel with fiscal responsibilities. Promote consistent application of fiscal procedures and share knowledge and best practices.

Monitor departmental fiscal processes and identify opportunities to improve workflow, strengthen internal processes, and increase efficiency. Recommend procedural improvements to the supervisor and/or department chair, as appropriate.

Develop, maintain, and update departmental fiscal reference materials, procedures, and training resources.

Provide fiscal support and input as needed to assist supervisor in development and preparation of annual departmental budgets.

Track and monitor faculty internal grants, start-up funds, contingent commitments, and other designated…