Fiscal Assistant II

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:

PCard Approver

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.

Other duties as assigned.

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.

Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.

UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings), and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville.

The salary range is $18.00 - $20.00 per hour, commensurate with qualifications and experience.

Employment Benefits include:

Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families, and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.

Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.

Leave: UF staff enjoy a generous paid leave plan as well as access to a sick-leave pool, parental leave, and leave payouts.

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Experience with the financial module of myUFL, myinvestiGator, and Microsoft Office programs (particularly Excel)

- Strong familiarity with University of Florida fiscal requirements

- Strong familiarity with foreign vendors and foreign travel policy

- Strong customer service skills, especially when faced with an unfamiliar question or problem

- Excellent reading comprehension and written communication skills

- Interest in fiscal management as a long-term career path

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three (3) professional references.

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

Flexible work arrangements such as remote work locations may be available.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.