University of Florida - Gainesville, FL

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Responsible for purchases from state, overhead, and contracts and grants accounts. Responsible for maintaining records of expenditures for each account and reconciling the accounts monthly. Provide secretarial support to administrators and faculty in the department including travel arrangements and reimbursements.

35% Travel

Processes all departmental travel authorizations and expenses reports, including employee reimbursement requests. Ensures all travel and expense reports are in compliance with department, college, university, and/or sponsoring agency policies (federal, state, and non-governmental). Reconciles travel and employee reimbursement transactions as appropriate.

25% Purchasing

Submits requisitions for goods/services through the myUFL Market System; processes Foundation expenditures, including appropriate UFF form submission; interprets policy and procedures and assists faculty and staff in understanding procedures, expediting their purchasing needs, obtaining bids and/or justifying items that require sole source documents.

Assists Office Assistant with the verification and imaging process for all purchasing card transactions, as well as, the compilation of monthly purchasing card aging reports.

Assists Fiscal Officer with monitoring fund balances to ensure available funds.

23% Fiscal/Accounting Related

Reconciles expenses to ensure that charges are appropriately posted and makes necessary corrections to ensure that fund balances are correct, including accurate and allowable expenses; recommends and facilitates appropriate corrective action to the Fiscal Officer. Assists Fiscal Officer and Grants Specialist with grant expenditures to ensure compliance with department, college, university, and/or sponsoring agency policies.

Reviews monthly reports including Encumbrance Reports, Departmental Transaction Details, and General Ledgers. Makes corrections via journal entry, expense to expense (E2E), and expense to revenue (E2R) transactions to ensure that accounts are accurate.

Gather and analyze data to prepare various financial reports as requested by Fiscal Officer.

15% Administrative Office Tasks

Receive all incoming deliveries and notify applicable party for pick up. Assist with preparing packages for shipment as needed.

Act as liaison with Physical Plant Key Shop to order and maintain adequate supply of building keys. Assist Office Manager with Department Space Allocation as needed.

Maintain organized fiscal and purchasing files for all state, overhead, sponsored research, and foundation transactions.

Ensures the department has an organized and inventoried office supply room.

Serves as receptionist for the department’s Administrative Office.

2% Miscellaneous

Other duties as assigned, and necessary, to support the needs of the department.

Minimum Requirements:
A high school diploma and three years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

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