The Department of Physics is seeking a Fiscal Assistant II. This position processes financial transactions and provides oversight, guidance, and coordination to fiscal operations in the Department of Physics. The Fiscal Assistant II generally works independently, seeking guidance from the Accounting Manager as needed. This position interprets policy and procedure, and also functions as part of the fiscal team, and directly contributes to continuous improvement, and teamwork. Duties and responsibilities include, but are not limited to:
Inspect backup documentation as submitted by the cardholder and compare it to institutional policy on documentation requirements. Identify any need for additional documentation or clarification of purchases and correspond directly with the cardholder to obtain this information. Assess if purchases are allowable on specified funding sources, as well as the availability of funds, consulting with department research administrators and the Accounting Manager as needed. Approve charges in myUFL in accordance with institutional policy. Post transactions on accounting spreadsheets. Monitor cardholder spending patterns and practices and bring any questionable cases to the attention of the Accounting Manager.
Travel and Expense Reimbursement Processor
Review requests for authorization as provided by travelers and ensure that supervisor and/or funding approval has been received for the trip. Identify any need for additional documentation or clarification of travel requests and correspond directly with the traveler to obtain this information. Advise traveler on any additional steps recommended or required, particularly with regard to foreign travel. Assess if travel is allowable on the specified funding source, as well as the availability of funds, consulting with department research administrators and the Accounting Manager as needed. Enter travel authorization in myUFL when required by departmental or institutional policy. Post-travel authorizations on accounting spreadsheets. Compile all travel-related transactions for future expense report processing. Review requests for reimbursements as provided by travelers. Confirm that supervisor approval or travel authorization was obtained prior to travel, and request justification for the lack of these items when needed. Consolidate all transactions related to the travel and enter into the travel and expense module of myUFL as appropriate and required by institutional policies and procedures. Obtain concurrence from traveler, traveler’s supervisor, and funding manager before final submission of the expense report. Post expense reimbursements on accounting spreadsheets.
Procurement and Disbursements
Receive and analyze requests for purchases and determine the appropriate mechanism for the request (PCard or purchase order). Utilize own PCard to make purchases, as requested and/or approved by the funding manager. Complete and submit requests for adding new suppliers to the UF system. Assess the need for quotes based on monetary limits as described by institutional policies. Input requisitions into myUFMarket. Inspect backup documentation as submitted by the requestor and compare it to institutional documentation requirements. Pay invoices via myUF Market and post transactions on accounting spreadsheets.
Other fiscal-related calculations, activities, monthly reconciliation as tier one reconciler, and invoice preparation, and journal entries. Occasionally prepare reports at the request of the Accounting Manager.