Job Description

Classification Title: Accounting Specialist

Classification Minimum Requirements: A bachelor's degree in an appropriate area of specialization and one year of appropriate experience or an equivalent combination of education and experience.

Procurement & Budget Support:

Serves as primary requisitioner for Grounds, Refuse & Motor Pool Purchase Orders. Works with operational departments to ensure receiving documentation is accurate and submitted for Accounts Payable processing. Ensures Purchase Orders are correctly entered into the Work Management System to support financial and operational analytics. Provides operational departments with guidance on Procurement policies, compliance requirements, and best practices. Reviews requisitions for budget sufficiency, insurance documentation, and contractual compliance. Works directly with Procurement, Refuse, Motor Pool, Grounds supervisors, and vendors to resolve issues and expedite processing. Tracks invoices and receiving documents for timely payment and assisting with complex procurement packages. Reviews and approvals departmental PCard transactions.

Financial Data Management:

Reviews for billing accuracy for Refuse, Motor Pool, Grounds, and related work orders. Maintains and analyzes billing records, exception reports, and trend data. Updates and manages budget tools using Enterprise Analytics to provide divisions with financial tracking aligned with fiscal goals. Produces reconciliation and variance review reports highlighting key cost drivers such as labor, supplies, and contracted services.

Work Order & Operational Data Oversight:

Collaborates with supervisors to monitor and resolve AiM-related issues (e.g., unbilled, outdated, or incomplete orders). Ensures consistency between work management and financial records. Provides cleanup and resolution of erroneous or outdated data entries.

Documentation, Procedures, and System Enhancements:

Develops, maintains, and improves financial operations procedures and internal controls. Participates in implementing improvements to billing, financial, and reporting systems (e.g., AiM, PeopleSoft, Excel). Supports documentation of department-wide process enhancements and policy standardization efforts.

Training and Communication Support:

Trains new hires on requisitioning, chartfields, AiM, and receiving processes. Develops internal procedural documentation and standardizes workflows. Supports rollout of new financial systems, templates, and reporting tools.

Other Duties as Assigned

NORMAL WORK SCHEDULE: The typical work schedule is Monday - Friday 7:00AM - 4:00PM. The incumbent is expected to be periodically available during off hours to support campus emergencies. Position is considered as Essential Personnel as defined by UF Policy.