Fiscal Assistant ll

Completes entry of purchase orders into the Facilities Services (FS) Integrated Work Management System (IWMS) for all stock purchases. Prints purchase orders from PeopleSoft and enters data into the FS IWMS. Receives all non-stock items purchased by Building Maintenance, Utilities, Grounds, etc. by reconciling packing slips and receiving documents against Purchase Orders in PeopleSoft and the FS IWMS. Contacts vendors, FS supervisors, and superintendents to reconcile differences in materials received. Coordinates return of merchandise with vendors for various reasons. Applies charges to FS work orders that consist of materials received. Makes adjustments to charges made against work orders by reversing and correcting entries made by the FS shops. Scans all receiving documentation into the FS Accounts Payable (AP) file and works with AP to reconcile differences in invoicing, receipts and returns. Creates receiving documents reports and forwards with all receipts. Acts as the point for resolution between FS shops and AP for discrepancies between invoicing and receipts. Maintains and files all FS purchase orders, sets up blanket purchase orders and maintains the information in the vendor catalog in the FS IWMS.

Approves FS Central Stores purchase requisitions in MyUFMarketplace. Maintains the filing system for POs and processes out obsolete paperwork for destruction.

Works in the Central Stores receiving area to sign for and check-in stock materials and special order items. Logs and identifies materials that have been received and contacts purchasers of the materials to notify them of arrival. Acts as third party verifier by processing the receipt of materials by stamping and having receivers sign for materials that are picked-up.

Participates in physical cycle counts and annual inventory to ensure accuracy of records versus actual physical counts and assists in resolving discrepancies.

Performs other duties as assigned.

A criminal background will be conducted.

Monday-Friday 7:00 am to 3:30 pm

$23.00 Hourly based on experience

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.

Experience in warehousing, material management, receiving, procurement, or other related business.

Knowledge of budgeting, accounting principles, and purchasing concepts, policies and best practices.

Experience with computer-based parts/material management or accounting systems.

Ability to use a desktop computer, mobile devices, and Facilities Services’ inventory and work order management system.

Ability to develop, maintain, and execute complex spreadsheets and database queries.

Ability to maintain accurate records.

Ability to issue, sort, verify, and store supplies and equipment.

Ability to use Microsoft Word, Microsoft Excel, and Adobe Acrobat proficiently. Knowledge of People Soft, AiM and MyUFMarketplace a plus.

Able to maintain confidential information.

Able to make sound fiscal decisions independently.

Ability to successfully interact with co-workers, outside vendors, internal customers, and other departments using tact and discretion.

Good verbal and written communication skills.

Applications must be submitted by 11:55 p.m. of the posting end date.