Museum Fiscal Assistant II

Classification Title:

Fiscal Assistant II

Job Description:

The Florida Museum is seeking a full-time Fiscal Assistant II. This position will be responsible for providing purchasing and fiscal support to faculty, staff and students of the Florida Museum. This requires the individual to utilize UF's procurement systems including MyUF Marketplace, UF Go travel and expense module, and general journal functions in order to create purchase orders, pay invoices, and process travel and general reimbursements. The incumbent should have knowledge of cash-based, appropriated, sponsored project and UF Foundation funding. The ability to communicate effectively and professionally is essential.

Travel

• Submit all travel authorization requests (TAR), domestic and foreign, into the UF Go travel module.

• Collect all necessary paperwork, including Travel Authorization Request form, receipts, and all back-up materials.

• Check account balances, budgets, and restrictions prior to processing travel requests.

• Ensure that transactions are processed in a timely manner.

• Train faculty and staff on proper use of the Florida Museum TAR procedures.

Purchasing

• Share responsibility with Fiscal Team for all procurement, disbursements and reimbursements within the PeopleSoft application for faculty, students and staff within the department. This includes purchases via Purchase Order and requisitions and payments for all expenditures. Receives and analyzes requests for purchases to determine appropriate mechanism for payment.

• Run queries daily to review voucher errors.

• Provides training to new department employees engaging in purchasing activities and engages in onboarding of new faculty to provide an introduction to purchasing at UF and in the Department; continues to advise faculty, staff, and administrators regarding university policies and procedures related to purchasing.

• Monitors and advises faculty as needed on the proper procedures to use for procurement of goods and services.

Fiscal Support

• Research operational problems and errors and recommends and implements solutions. Actively addresses issues and provides customer service to faculty and staff as it relates to fiscal processes. ---Builds relationships with stakeholders throughout the department, college, university and outside constituents.

• Submit expense to expense (E2E) journal requests.

• Reconciliation of outstanding encumbrances

• Disbursement (accounts payable) via myUFL Market

• Processing of purchase orders and vendor payments.

• Voucher processing

• Monitor expenses for budget limits

Day-to-day operations of the Budget & Human Resources Office

• Perform a variety of administrative functions such as filing, mail distribution and appropriate routing of financial documents.

• Serves as backup (as needed in times of high volume or for vacation purposes) to the other administrative staff within the department. Also serves as backup for Dickinson Visitor Services Team on rare occasions.

• Maintain an up-to-date training record and willing to participate in training - as a trainer and trainee.

Other Duties

Work closely with and serve as backup to the other Fiscal Assistants and PostAward Accountant. Performs other duties as assigned to maintain a steady and consistent workflow of travel, purchasing, payables, and Pcard-related actions.

Expected Salary:

$20.00 - $25.00 per hour, commensurate with education and experience.

Minimum Requirements:

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:

• Experience with UF travel and fiscal directives and procedures

• Experience with UF's PeopleSoft applications for travel and fiscal processes

• Ability to effectively manage multiple tasks

• Ability to organize and prioritize work assignments and meet multiple deadlines

• Excellent computer skills and proficient in Microsoft Office applications and Adobe Acrobat

• Understanding of accounting and bookkeeping principles

• Ability to interact and communicate with faculty, staff and students in a professional manner

• Ability to communicate clearly and effectively, both verbal and in writing

• Ability to work independently in a high-volume environment

• Excellent analytical and research skills

• Ability to work with minimal supervision

Special Instructions to Applicants:

In order to be considered, online applications must include the following: (1) a detailed letter of application that explains how you match the particular qualifications of this position and how your perspective will contribute to and enhance our community; (2) a resume; (3) names and contact information of three professional references. The Search Committee may request additional materials at a later time.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time-limited position.

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

Health Assessment Required: No