| Job Description: |
The Department of Animal Sciences is seeking an Accountant II. This position provides intermediate financial support for the faculty and units in the Department. This position generally works independently managing various fiscal and accounting functions, seeking guidance from the Manager, Administrative Services, Department Chair and colleagues, as needed. This position interprets UF policies and procedures and advises on funding allowability, and solves financial issues. This position serves as the back-up to the Manager, Administrative Services and has the authority to act on their behalf. This position also functions as part of the Business Office and directly contributes to a culture of transparency, continuous improvement, and teamwork.
Duties and responsibilities include but are not limited to:
Reconciliation and Reporting - Responsible for reviewing and reconciling State appropriated, federal appropriated, and cash-based funds monthly for the Department of Animal Sciences utilizing the Monthly Financial Reports. Ensures transactions processed are correct and in compliance with federal, state and UF policies and procedures. Establishes and maintains accounting records of funds using Excel by utilizing departmental ledgers for the various funding sources. Enters correcting journals (E2E’s) to correct transaction for accurate reporting of expenditures and balances for departmental administration, unit managers and faculty. Resolve complex fiscal operations issues. Informs Manager, Administrative Services of funding issues or deficits for payroll and collaborates on finding a solution. Review and reconcile all deposits to ensure funds are deposited accurately for the department and units. Provides monthly reporting of funds for faculty and units in an electronic file after reconciliation. Provide assistance or respond to faculty and unit managers’ requests or questions about their monthly financial reports. Review departmental fiscal transactions to complete and submit various reports such as Annual NRS Reporting, and 211 Review.
Pcards & Procurement - Inspect backup documentation as submitted by the cardholder and compare to institutional policy on documentation requirements. Identify any need for additional documentation, clarification of purchases, appropriate approval(s) and correspond directly with the cardholder to obtain this information. Assess allowability of purchases on specified funding sources, as well as availability of funds, consulting with either the Manager, Administrative Services or research administrator, if needed. Approve charges in myUFL in accordance with institutional policy and save documentation in electronic file. Review for accuracy, proper documentation and funding sources requisitions, purchase orders and invoices in myMarketplace. This position acts functions as a Level II approver. Post transactions on accounting spreadsheets, if appropriate.
Departmental Budget Planning, Coordination and Implementation – Works closely with Manager, Administrative Services and Department Chair to establish annual budget for department. This includes making necessary allocations to faculty, units and academic department. Continual tracking of departmental budgets working closely with academic office staff to maintain continuity with graduate student stipend payments, tuition and waivers. Monitoring of the many departmental Foundation accounts for scholarship and endowment balances, payments and deposits ensuring proper allocation of these funds. Develops recommendations for policies, procedures, or control systems.
Travel - Review requests for travel authorization as provided by the traveler and ensure that supervisor and/or funding approval has been received for the trip. Identify any needed information or documentation for travel request and correspond directly with the traveler to obtain this information. Advise traveler on any additional steps recommended or required, particularly for foreign travel. Assess allowability of travel on specified funding source, as well as availability of funds, consulting with Manager, Administrative Services or research administrator, as needed. Enter travel authorization in myUFL with attached documentation, save documentation in electronic file and submit for approval. Post travel authorizations on accounting spreadsheets, if appropriate. Review travel expense reimbursement (ER) requests as provided by the traveler. Confirm that supervisor approval or travel authorization was obtained prior to travel, and request justification for the lack of these items, if needed. Consolidate all transactions related to the travel and enter into the travel and expense module of myUFL as appropriate and required by UF policies and procedures. Assess allowability of travel-related expenses on specified funding source, as well as availability of funds, consulting with the Manager, Administrative Services, or research administrator, as needed. Request review and approval of completed ER from traveler, traveler’s supervisor, and funding manager, if different, before submitting ER for approval. Save documentation in electronic file and post expense reimbursements on accounting spreadsheets, if appropriate. This position functions as the Approver for Travel and Expense in the absence of the Manager, Administrative Services practicing separation of duties.
Leadership, Supervision and Oversight of the department fiscal processing team – Provides oversight to the fiscal processing team (3 TEAMS staff) on priorities and direct work, monitor workflows and deadlines, manage performance and provide coaching and support. Provides guidance on scheduling for office coverage, funding sources, workload disbursement, and general daily operations of fiscal transactions for the department.
Other Fiscal Processing Oversight – Reviews requests and enters Journals for E2E’s, E2R’s and ONL’s, primary Level 2 reviewer and approver for vouchers in myUFMarketplace paid from State appropriated, federal appropriated, cash-based funds and awarded projects. Run queries as scheduled by the Manager, Administrative Services to correct or resolve any budget errors, correct negative balances and review outstanding travel TA’s and ER’s. Review of departmental invoices from internal service providers. Serves as back-up approver to Manager, Administrative Services for review and approval of travel requests, as needed.
Special projects as needed or requested for compiling information or financial data for the department’s use for internal or external records or reporting.
Normal Working Schedule:
Monday through Friday. Any 8-hour shift with a half-hour or full-hour for lunch between the hours of 7:30am and 5pm.
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| Preferred: |
Experience with UF Peoplesoft modules especially, Pcards, Travel and Expense, Commitment Control, Access Reporting, Enterprise Reporting, Accounts Receivable, Create/Update Journal Entries, Supplier Information, Time Reporting, Time Approval as well as MyinvestiGator and MyUFmarketplace.
Knowledge of University of Florida policies and procedures for fiscal processing and travel guidelines for domestic and international travel.
Critical thinking skills when reviewing requests received for processing or approval.
Professional customer service skills, especially when faced with an unfamiliar question or a difficult problem.
Excellent reading comprehension and written communication skills.
Attention to detail needed to determine the root cause of problems and willingness to offer solutions.
Proficient in Microsoft Outlook, Excel and TEAMS applications.
Demonstrated commitment to:
- Transparency through frequent open and honest communication.
- Continuous improvement by communicating struggles and streamlining processes.
- Teamwork by supporting the knowledge and ideas of others.
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