| Job Description: |
This position works under the supervision of the West Florida Research and Education Center Director in conjunction with IFAS Financial Administration (IFA). Responsibilities include, but are not limited to, fiscal management, oversight of effort, record keeping, reporting, account management and administration, and assistance to department personnel and administrative staff. This position coordinates a variety of tasks in a fast-paced environment and adjusts to new or changing assignments, processes, and people.
Financial management: Maintain, monitor, and circulate monthly reports for departmental administration. Coordinate with department personnel and the IFAS Sponsored Project Administration team on payroll distributions, spending analyses, and budgetary changes. Process journal entries and expense transfers for non-sponsored funds. This position will also be working closely with other areas of support such as human resources, sponsored project administration, and related personnel as needed to aid with the accurate management of the unit’s budget and cash flow. This position will actively manage the recording and reconciling of financial commitments and the disbursement of departmental commitments. The position will also track salary savings accrued by faculty and develop timely reporting mechanisms to advise administration and faculty on the status of accounts.
Reconciliation: Undertake monthly reconciliation for payroll and operating expenses in line with university-recommended fiscal responsibility practices. Works with IFA to analyze data from expenditures and assists unit leader with budget optimization based on the availability of funding/resources. Have a good understanding of managing various funding sources such as Appropriations, Cash, and other funding. Ensures compliance with federal, state, university, and sponsoring agency regulations, policies, and procedures.
Customer service and communication: Provides accounting support, and excellent customer service and ensures clear communication channels between core offices (IFAS and UF) and end users. Assists departmental administration in fulfilling core values by analyzing current processes and making recommendations for improvement. Proactively identifies and communicates problems and opportunities; seeks input and participates in implementing solutions. Liaise with the IFAS financial processing division regarding the timely processing of PCard transactions, accounts payable, requisitions/purchase orders, expense reports, travel authorizations, and primary liaison for journal entries.
Participates in special projects, assists with providing information for the annual space certification, and performs other duties as assigned or as needed to support departments. Assists in meeting critical deadlines as necessary. On occasion, may be required to drive state vehicle between centers.
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| Preferred Qualifications: |
EXPERIENCE and KNOWLEDGE:
- Experience with PeopleSoft and UF policies and procedures
- Knowledge of myUFL as it relates to payroll, fiscal functions, account reconciliations and budgetary reporting
- Experience with and knowledge of university, state and federal regulations regarding fiscal and budget, and understand how HR procedures work in conjunction with fiscal and budget.
- Knowledge of myUFL as it relates to financial applications
- Knowledgeable on effort and space reporting
SKILLS:
- Critical thinking skills (strongly preferred)
- Demonstrated problem-solving skills (strongly preferred)
- Excellent judgment and decision-making ability
- Excellent verbal and written communication skills
- Proficient in Microsoft Office with advanced knowledge of MS Excel
- Proficiency in Office 365
ABILITIES:
- Ability to work well in a team environment (strongly preferred)
- Ability to work independently (strongly preferred)
- Ability to organize, and manage, in a fast-paced environment
OTHER QUALIFICATIONS:
- Excellent customer service (strongly preferred)
- Professional attitude that is conveyed in all interactions and communications (strongly preferred)
- Self-motivated (strongly preferred)
- Attention to detail (strongly preferred)
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