Classification Title:

Accounting Specialist

Job Description:

Fiscal & Purchasing Management

Serves as the primary liaison for general fiscal matters, maintaining regular communication with all department personnel, as well as with key offices including University Finance & Accounting, Procurement, PHHP Finance & Research Administration Core units. This position requires a strong understanding of accounting principles and the ability to interpret and apply university regulations and policies regarding procurement, fiscal matters, and travel. Working under the general supervision and guidance of the Department Administrator, this position is responsible for ensuring that the department’s complex fiscal needs are met with a high level of quality, efficiency, and diligence.

Serves as the fiscal team resource for updating, communicating, and assisting with the fiscal orientation of new personnel. This includes providing ongoing training for all travel processors and travelers.

Acts as department initial reviewer in UFGO for Travel Requests (TR) and Travel Expense Reports (TER), including travel related Pcard charges for Pcard holders.

Primary department reviewer for Pcard and expense approvals, ensuring all paperwork is accurately completed, costs are appropriate and allowable within available funds, and designated vendors are used.

Conducts initial review of purchasing requests and reconciles transactions within the PHHP Purchasing Approval Request (PAR) system.

Monitors and meets with faculty, college, and department fund administrators to ensure all funds are captured and spent appropriately. Advises faculty as needed on the proper procedures to use for procurement of goods and services. Prepares and distributes scheduled and ad hoc reports for faculty.

Coordinates with key university and college offices to ensure the accuracy and completeness of fiscal transactions and processes by tracking fiscal requests and related expenditure documents. 

Maintains a filing system for all fiscal activity to meet internal and external auditing requirements and to satisfy the rules and regulations governing record retention.

Conducts monthly reviews of fiscal documents maintained by departmental purchasers to ensure completeness and accuracy, supporting PHHP’s monthly reconciliation requirements. Follows up with department purchasers as needed and reports findings to the supervisor.

Works in conjunction with the College Tier 1 reconciler, to ensure supporting documentation is maintained to meet University compliance requirements.

Payroll Management

Monitors and processes payroll distributions in PeopleSoft, prepares and routes personnel transactions and payroll documents (i.e., Payroll Distribution Retro Requests (PDRR’s), Cost Transfer Forms and immigration fees, etc.) in support of personnel transactions.

Requests HR and flex account codes.

Monitors budget distributions on grants managed by PHHP Research Administration Core, reporting findings to supervisor, and facilitating communication as necessary in coordination of department funds. 

Assists with University Payroll Services to resolve outstanding payroll issues.

Serves as Effort Coordinator for the department in conjunction with the Assistant Director for Administrative Services. Primary point of contact in drafting Faculty Assignment Reports and effort reports to supervisor. Reviews status reports and assists with monitoring of acknowledgement/approval process, triages questions from department personnel regarding effort reporting.

Budget & Financial Coordinator

Works in collaboration with the Assistant Director, Administrative Services (Finance Manager) to develop the department’s budget, taking the initial lead on budget entry and making adjustments as needed within the UF budget system and PHHP database module.

Provides fiscal support and input to assist the Finance Manager and Department Chair in managing, monitoring, and developing the department’s annual budgets. Reports to supervisor on aspects of budgetary planning, fiscal management, and other business matters related to purchasing, regulatory compliance, funding allocation and post-award monitoring. This includes developing, evaluating, modifying, and implementing processes related to financial tracking, such as faculty start-up funds and contingent commitments.

Assists supervisor in providing reconciliation and projection reports of revenues and costs, as needed.

Manages, maintains, and reviews the department funds, non-sponsored contractual agreements, and grants accounts to ensure accuracy and compliance with departmental, college, university, and state policies and protocols. Ensures that all financial processes and documents meet required standards and align with applicable guidelines.

Provides support to faculty and outside parties (i.e., external foundations, academic institutions, or companies) for consulting agreements. This includes processing deposits, journal entries and maintaining a system for tracking revenues and expenses to the Biostatistics Consulting Lab (BCL) auxiliary. Bills for services rendered in a timely and accurate manner, and monitors account receivables. Assists in the preparation of budget reports and forecasts for the BCL auxiliary.

Facilities, Space, and Property Coordinator

Assists with management of inventory and works with department and college procurement to ensure property tracking and surplus are in compliance with protocols, rules, and regulations. Reviews monthly property procurement reports. 

Manages and updates space allocations in the UF Space Inventory and Allocation System to comply with annual reporting requirements.  May also serve on the Department Space Committee and assist with managing occupant assignments to departmental spaces.

Coordinates facility operations across the department’s multiple campus locations by assessing building needs, obtaining work estimates, and managing requests for installations and modifications to address departmental requirements.

Administrative Support

Serves on department and/or college committees, including ad hoc as requested or needed, participates in staff and other fiscal related meetings and preparation and hosting of department events.  Exercises ongoing reflective and critical thinking, making suggestions to improve department protocols, processes, and procedures.

Performs other duties as assigned by supervisor and Department Chair.

Expected Salary:

$60,000 - $63,000 annually; commensurate with qualifications and experience. 

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/.

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.

Preferred Qualifications:

Adept and experienced with UF PeopleSoft, UF travel (UFGO), and expense system, fiscal reconciliation, reporting and functions, post award monitoring, effort reporting, budgeting, and proficient in Excel.

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 details and appropriate prioritization of tasks.

Expert knowledge of rules and regulations which govern the University of Florida’s policies and procedures.

Special Instructions to Applicants:

Applicants should include a cover letter, resume, and contact information for at least three professional references. Applications will be kept confidential and references will not be contacted without the permission of applicants.

This is a time-limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida’s Sunshine Law.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

Health Assessment Required: No