University of Florida - Saint Johns, MO

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The Office Assistant works directly with the Department Administrative Assistant to maintain the financial operation in the Whitney Lab for Marine Biosciences. This position is directly in charge of all Purchasing and Accounts Payable activities in the department. The individual in this position will be cross trained to provide administrative support as needed for the department. Very heavy use of the UF Peoplesoft system, and Microsoft Excel.

Account Management – Work with the department Administrative Assistant to manage accounts, to include: Appropriation funding, Foundation, Grant and Miscellaneous accounts. Create budget tracking spreadsheets for faculty/staff, monitor spending and insure that expenses are tracked and all purchases are within budget. Peoplesoft and Excel systems used.

Verify and Reconcile all PCard charges. Obtain proper documentation to verify proof of purchase. Ensure that the charges are applied to the correct account and that the purchase is compliant with the p-card rules and regulations. Supply proper documentation to the University purchasing office. Peoplesoft system used.

Office coverage as needed, assigned by the Department Administrative Assistant. Examples of duties include but are not limited to: phone coverage, retrieving mail, assisting other staff with projects, and any projects needed to provide divisional support.

Obtain vendor quotes, make purchases, insure delivery, process invoices, and work with the Department Administrative Assistant to insure invoices are paid from the correct accounts. All purchasing and accounts payable activities must be in compliance with UF Purchasing policies. Process electronic transactions between accounts when necessary (E to E transactions). Peoplesoft system used.

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

Preferred Qualifications:
•Adept and experienced with human resource and fiscal functions within PeopleSoft.
•Excellent communication, organization, computer and public relation skills.
•Must be able to work independently, maintain confidentiality and exercise good judgment.
•Exercise high-level attention to detail and appropriate prioritization of tasks.
•Knowledge of rules and regulations which govern the University of Florida
’s policies and procedures. Health Assessment Required: No Special instructions to applicants: This is a time-limited position. If you are a Florida resident claiming veteran’s preference, please upload a copy of your DD-214 with your application for consideration.

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