Fiscal Assistant III

Job Description

[45%] - Responsible for creating and maintaining purchase orders and contracts. Process invoices for services, goods, etc. Obtain quotes for assets (including attractive assets), research equipment and supplies. Responsible for financial reconciliation at tier 1. Ensure all expenditures are in compliance with federal, state, UF, and sponsoring agency guidelines according to fund source. Reconcile P-card charges and review and approve P-card charges for graduate clinics and research and administrative staff. Research, analyze, and resolve transaction problems on all accounts. Develop and monitor budgets. Prepare financial summaries and reports. Process Visa and attorney fees (create invoices, submit check requests, and track payments). Responsible for vendor set-up and maintenance.

[40%] - Coordinate travel arrangements, process travel authorizations and expense reports for faculty, staff, and visitors. Process generic employee reimbursements. Receive and process departmental expenditure and travel request forms (verify professional development funds are available, identify other funding sources as applicable, reroute requests if needed, forward for approval, maintain spreadsheet). Create departmental fiscal forms/systems. Maintain departmental computer inventory. Responsible for department daily/annual asset management. Process honorariums. Liaise between outside vendors and the UF Foundation as needed.

[10%] - Responsible for department grants management, both pre-award and post-award. Liaise between faculty and research administration during proposal development and submission. Ensure project expenditures are allowable and provide proper justification, follow-up with faculty and research administration as appropriate. Assist faculty with progress reports, center reports, and close-out documents as needed. Prepare and submit department annual space report.

[5%] - Serve as back-up to coworkers. Cross-train with department and college staff as needed. Attend meetings as appropriate. Perform other related duties (as assigned).