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The fiscal assistant II is expected to perform the duties listed below. This position is located in the Microbiology and Cell Science building. We have ample parking adjacent to our building.
University Purchasing Card Processing:
• Guide department faculty, grad students, staff in creating expense reports in UF GO.
• Compile Pcard backup documentation, i.e. receipts, invoices, and packing slips with appropriate signatures, required for the approval of all departmental Pcard charges.
• Run and assess daily report of outstanding Pcard charges.
• Monitor encumbered transactions and work to resolve issues.
• Submit applications for potential new Pcard holders.
• Review Accounts Payable aging report, and research outstanding invoices.
Purchase Ordering:
• Monitor accounts payable aging reports to ensure products are received and paid for on a timely basis.
• Maintain chartfield information to submit for approval all department Purchase Order requests in the myUFMarket module.
Aid shoppers in creating carts in UF Market and advise shoppers on relevant purchasing policies and procedures.
• Serve as cart processor in UF Marketplace.
• Compile Purchase Order backup documentation such as invoices, and delivery receipts with appropriate signatures.
• Review and process all department Purchase Order payments.
• Generate Purchase Order change orders.
• Monitor open encumbrances: Run comprehensive open encumbrance report daily. Collaborate with vendors and purchases to ensure purchase orders are closed or paid as needed to clear the encumbrance.
• Monitor and process all internal UF purchase orders (ex: UFIT) on a timely basis.
• Support new supplier setup as needed.
Asset Management:
• Manage departmental inventory annually and verify locations with the Asset Management Department and the My Assets Module
• Request new decals for new inventory as needed.
• Register departmental computers and equipment to be used on foreign travel per UF regulations.
• Compile and maintain the departmental sensitive inventory list.
General Fiscal Duties:
• Process departmental deposits as required.
• Serve as backup travel processor.
• Other fiscal functions as required per assigned workflow and department operations.
General Administrative Duties:
• Unlock and Lock building as needed.
• Review, retain, and file weekly biohazard pickup documents.
• Greet callers and visitors – handle their inquiries or refer them to appropriate staff or location.
• Receive deliveries and notify appropriate party for pick up. Assist in preparation of packages for courier pick-up.
• May perform other general office duties, such as data entry, pickup and delivery of various inter office documents.
• Maintain visitor and departmental official business parking pass logs.
• Attend training and development classes as needed.
The work schedule is Monday - Friday 8a.m. – 5:00 p.m. - this position is not eligible for remote work.
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