Fiscal Assistant II - University of Florida

Gainesville, FL

About the Job

This position assists with insuring that all transactions processed in the Department of Surgery comply with University of Florida, College of Medicine and Florida Clinical Practice Association (FCPA) policies and procedures. The incumbent reconciles transactions to ledgers, distributes costs in accordance with the departmental budget, ensures compliance with University, FCPA and departmental purchasing policies and procedures and reports on departmental financial activities. This position requires knowledge of the University of Florida Finance and Accounting Directives and Procedures and FCPA accounting procedures as well as the ability to navigate PeopleSoft, UFGO and Enterprise Analytics financial functions and reports. Also, this position handles the day-to-day fiscal issues on unrestricted and restricted funds, including entering requisitions for purchase orders, processing invoices for payments, reconciling and approving Pcard transactions, and scanning back-up documents.

Classification Title:	Fiscal Assistant II
Job Description:	Purchasing - Reviews PCard transactions, audits chartfields to assure fund source matches PCard logs, approves payments after confirming budgeted funds are available. Enters requisitions for department including restricted and unrestricted funds. Verifies budget balances for carts submitted by divisional office managers. Works with Administrative Specialists, Sr. Grants Specialists, Office Managers, and Lab Managers to establish efficient work processes for verifying and approving PCards in UFGO and entering and approving requisitions in myUF MarketPlace. Research outstanding purchase orders and requests back-up from divisions or vendors. Acts as backup for Administrative Specialists for creating FCPA and PeopleSoft vouchers and transactions for payment and coordinating with vendors for contracts. Accounts Payable - Ensures purchases and documentation meet University guidelines and requirements. Processes travel and general reimbursements in UF GO and coordinates with Office Managers and Lab Managers to verify fund sources then approves for payment. Requires coordinating with department grants specialists to verify funding and compliance with grant restrictions. Assists with departmental accounts payable follow up. Processes JE’s in PeopleSoft and FCPA. Accounts Receivable – Prepares department deposits for both PeopleSoft and FCPA. Responsible for reviewing outstanding accounts receivable and follow up with payors. Inventory - Manages inventory including physician inventory, all inventory transactions including transfers, affixing decals on OCO and Attractive inventory, submitting surplus requests. Assists in performing yearly inventory through STARS program. Provides inventory reports as needed. Recommends improvements for processes and procedures for inventory tracking. Budget/Reporting – Collects data for budget projections. Prepares reports based on information exported from our SQL database for fiscal year budget preparation including a multiyear history of expenses and projections for the current year. Assembles data from SQL database, research variances, verifies data by reconciling to Dean’s Office reports and ledgers and makes corrections for account types, account codes, and flex codes. Also checks PRE balances and corrects transactions as needed. Prepares non-routine fiscal reports, commitment balance reports for faculty, and ad hoc organ procurement reports. Runs routine reports from Enterprise Analytics to monitor outstanding encumbrances and unassigned transactions in UFGO. Serves as the administrative contact for database inquiries and vendor updates. Responsible for identifying data errors and for training staff accordingly to prevent future occurrences. Recommends improvements in database structure and content. Routinely audits the accounting database for outstanding transactions not reconciled and research as needed. Assists with department phone and clerical support for the Administrative Office as needed. Other job duties as assigned.
Expected Salary:	$17.00 - $20.00 per hour
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:	Knowledge of spreadsheet and database financial software/applications. Ability to analyze data and summarize data in reports/graphs/etc. Experience using PeopleSoft accounting functions. Ability to generate reports in Enterprise Reporting. Understanding of UF and FCPA accounting policies and procedures.
Special Instructions to Applicants:	In order to be considered, you must upload your cover letter and resume. This requisition has been reposted. Previous applicants are still under consideration and need not apply. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No

Source : University of Florida