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
•FedEx
•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 Requisitioner:
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 PeopleSoft 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 PeopleSoft 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 monitoring and responding to emails sent to the PEDS-fiscal listerv regarding all fiscal activities; answering the phone and respond to phone inquiries; these tasks are to be completed daily. Maintains contact with Finance and Accounting, Purchasing, Contacts and Grants regarding vouchers, change orders, and other documentation of expenditures to ensure the process is completed in regards to all fiscal duties assigned. Maintains accurate files with payments back up documentation for record keeping for all aspects of the job. Responsible for completing the correct paperwork for approval of destroying documents following the records retention policy set by the University of Florida. Mail run support for PEDS 1329 building, sorting and distributing all incoming mail for PEDS Fiscal Office; making sure all mail baskets are checked and mail picked up for review and distribution. This task is to be completed daily after the mail is delivered to the office. Special projects as assigned by the supervisor.

Miscellaneous:
Back up to the Fiscal Office Manager and other Fiscal Assistant II position for approving PCards, processing deposits in myUFL, UFF and FCPA; creating FCPA journals and vouchers.

Expected Salary:

$18-22/hour

Required Qualifications:

Qualifications refer to evidence-based or demonstrated knowledge, skills, abilities, and experiences required for the role. For TEAMS positions the required qualifications should reflect Classification Minimum Requirements. For Faculty roles, these qualifications may reflect college-specific requirements needed for success the role.

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.

Preferred Qualifications

Proven Abilities:
-Perform basic mathematical calculations.
-Create, review, post and balance fiscal records
-Handle high volume environment
-Communicate effectively with people of all professional levels.
-Plan and organize work assignments
-Meet deadlines
-Work independently
-Multi-task
-Attend to details with a high level of quality at all times
-Evaluate situations critically, independently make decisions, and obtain solutions while operating within policies, laws, rules, and guidelines

Knowledge:
-Microsoft Word, Outlook, Excel and Internet Explorer
-PeopleSoft and fiscal accounting modules
-Bookkeeping principles and practices
-Office procedures and practices

Skills:
-Good written and verbal communications skills
-Strong interpersonal skills

Other Qualifications:
-Self-starter
-Exercises good judgment
-Works well with others
-Meets/exceeds high personal/professional integrity standards for administrative staff
-Comfortable working in an electronic environment
-Comfortable with productively handling multiple tasks and projects of confidential nature
-Comfortable operating successfully in a fast-paced work environment
-Follows through on assignments without reminder

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This position's schedule is Monday-Friday 8am-5pm.

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

Health Assessment Required:No.