Fiscal Assistant I

The Fiscal Assistant I role provides fiscal office support to faculty and staff at the Florida Sea Grant (FSG) headquarters located in Gainesville, FL on the University of Florida Campus.  The Fiscal Assistant I will often serve as the first point of contact for our public, staff, faculty, students, and other guests.  In addition to providing this coverage within the FSG headquarters, the successful applicant will work with both our Fiscal Team and our Administrative Specialist in the department to assist with day-to-day needs and projects essential to FSG programing. Our goal with this position would be to help curate and develop a successful candidate by providing an opportunity for growth within our department. 

Fiscal Responsibilities related to our Fiscal Team:
• Assists our Fiscal Team with off Funding Sources, which consist of 101, 103, 171, 179, 201, 209, 211 and 212 fund codes.
• Prepares all Travel Authorization Requests and Expense Reports working within UFGO.
• Assists in making travel arrangements for airlines, hotels and rental cars
• Advise on most economical means of travel.
• Ensure that documentation is correct and complete, named and filed appropriately.
• Educate travelers prior to and during their trips
• Classifies, prepares, and records purchasing related transactions within Marketplace.
• Facilitate new vendor process as necessary.
• Assists with purchasing log by maintaining transactions, reviews and updates as needed, daily.
• Process Agreements and Contracts through the use of Intake Forms.
• Grant Invoice tracking for our Omnibus, Traditional Grants and Subawards.
• Prepares Journal Entries as assigned.
• Provides assistant with reconciling all funding sources as needed.
• Records and deposits all incoming checks.
• Pulls and reviews monthly reports to provide an overview of funding source balances for use with Fiscal Responsibilities, which include our comprehensive reports, voucher error reports, UFGO unassigned reports and any other monthly report as assigned by the Assistant Director.

Administrative Support:
• Greeting visitors at FSG headquarters and assisting, directing, and aiding guests as needed.
• Answer, reply, and direct phone calls to the main FSG phone line to the appropriate recipient in a timely manner.
• Arranging in-person and virtual meeting scheduling and set-up using Microsoft Outlook, Teams, and/or Zoom Meetings.
• Draft, proof, and distribute assigned correspondence on behalf of department staff as requested.
• Monitor correspondence from public, faculty, staff, and/or students to designated FSG email inbox and replying or distributing information in a timely manner.
• Sign for incoming packages, sort incoming mail, and prepare outgoing mail for pick-up and distribution.
• Using departmental vehicle to run occasional on-campus errands such as pick-up/drop-off of on-campus materials or pick-up/drop-off of departmental staff at on-campus meetings.
• Manage printing, scanning, and filing of departmental documents following internal processes.
• Perform routine inventory of departmental supplies and track staff equipment needs.

 Additional dues/projects as assigned:
• Any other projects and duties as assigned by the Assistant Director in coordination with the Administrative Specialist.
• Assisting Administrative Specialists with departmental projects and events related to FSG programming in area of students, communications, fiscal, and research.
• Attend workshops, meetings, trainings, etc, as recommended and/or required.

$15.80 - $19.68 /hour

High school diploma or equivalent and one year of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

• SKILLS
  • Capable of operating standard office equipment such as calculators, computers, scanners, multi-line telephone system, and copy machines
  • Experience with Microsoft Office products (Outlook, Excel, Word, PowerPoint, adobe, etc.)
  • Customer service and organizational skills
  • Excellent verbal and written communication skills
  • Excellent organizational and time management skills
  • Ability to work with and maintain confidential data with discretion.
  • Knowledge of UF financial/accounting system such as UF-GO, myUF Marketplace, and deposit handling, etc. is a big plus
  ABILITIES
  • Ability to be detailed, accurate, and confidential with work assignments is crucial
  • Ability to thrive in a fast-paced environment
  • Ability to prioritize multiple tasks in order to meet competing deadlines
  • Ability to plan, organize and coordinate work assignments from multiple colleagues
  • Ability to work independently and make decisions in a quick and decisive manner
  • Ability to communicate effectively in person, on the phone, and in writing
  • Ability to maintain effective working relationships with colleagues, faculty and students
  • Ability to work with people of varying backgrounds
  PREFERRED INTERESTS
  • Knowledge of and/or strong interest in Florida’s coastal and marine environments
  An interest in entering the workforce to get hands-on experience in a multidisciplinary office

In order to be considered, you must upload your cover letter, resume and list of references.

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