The Florida Museum is seeking a full-time Fiscal Assistant II. This position will be responsible for providing purchasing and fiscal support to faculty, staff and students of the Florida Museum. This requires the individual to utilize UF's procurement systems including MyUF Marketplace, UF Go travel and expense module, and general journal functions in order to create purchase orders, pay invoices, and process travel and general reimbursements. The incumbent should have knowledge of cash-based, appropriated, sponsored project and UF Foundation funding. The ability to communicate effectively and professionally is essential.
Travel -Submit all travel authorization requests (TAR), domestic and foreign, into the UF Go travel module. -Collect all necessary paperwork, including Travel Authorization Request form, receipts, and all back-up materials. -Check account balances, budgets, and restrictions prior to processing travel requests. -Ensure that transactions are processed in a timely manner. -Train faculty and staff on proper use of the Florida Museum TAR procedures.
Purchasing -Share responsibility with Fiscal Team for all procurement, disbursements and reimbursements within the PeopleSoft application for faculty, students and staff within the department. This includes purchases via Purchase Order and requisitions and payments for all expenditures. Receives and analyzes requests for purchases to determine appropriate mechanism for payment. -Run queries daily to review voucher errors. -Provides training to new department employees engaging in purchasing activities and engages in onboarding of new faculty to provide an introduction to purchasing at UF and in the Department; continues to advise faculty, staff, and administrators regarding university policies and procedures related to purchasing. -Monitors and advises faculty as needed on the proper procedures to use for procurement of goods and services.
Fiscal Support -Research operational problems and errors and recommends and implements solutions. Actively addresses issues and provides customer service to faculty and staff as it relates to fiscal processes. ---Builds relationships with stakeholders throughout the department, college, university and outside constituents. -Submit expense to expense (E2E) journal requests. -Reconciliation of outstanding encumbrances -Disbursement (accounts payable) via myUFL Market -Processing of purchase orders and vendor payments. -Voucher processing -Monitor expenses for budget limits
Day-to-day operations of the Budget & Human Resources Office -Perform a variety of administrative functions such as filing, mail distribution and appropriate routing of financial documents. -Serves as backup (as needed in times of high volume or for vacation purposes) to the other administrative staff within the department. Also serves as backup for Dickinson Visitor Services Team on rare occasions. -Maintain an up-to-date training record and willing to participate in training – as a trainer and trainee.
Other Duties Work closely with and serve as backup to the other Fiscal Assistants and PostAward Accountant. Performs other duties as assigned to maintain a steady and consistent workflow of travel, purchasing, payables, and Pcard-related actions.
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