JOB SUMMARY
The Collections Fiscal Assistant (Fiscal Assistant II) is a member of the Accounting & Serials Unit (ASU) of the Acquisitions & Collections Services Department of the George A. Smathers Libraries at the University of Florida. This position reports to the ASU Manager and is responsible for the purchase and refund transactions for the Acquisitions & Collections Services Department using Alma and PeopleSoft. This position is responsible for final posting, approval and record keeping of purchasing card transactions in the department; tracking, verifying, reconciling unit records, processing expense refunds, and the maintenance of vendor records in the Library Management System. Responsibilities also include providing administrative and accounting support for the Acquisitions & Collections Services and Cataloging & Discovery Services Departments.
RESPONSIBILITIES
P-Card Transaction Approval
Responsible for UF purchase card daily transaction processing and monthly reconciliation in Peoplesoft, the UF financial administration system
Provides proper documentation for scanning transactions at UF Purchasing
Maintains unit productivity database for regular invoice and p-card transactions
Identifies all uploaded and vouched payments in UF financial system in order to originate, validate and transmit electronic voucher supporting documentation as required by UF Finance and Accounting administration
Payment Record Review and Invoice Processing
Ensures documents received support the transaction, the proper vendor code is used, the invoice remittance address is correct, and the correct PeopleSoft chartfield is used
Ensures accounts payable/disbursements transactions are free of local, state or federal taxes consistent with the university’s tax-exempt status
Ensures compliance with vendor timely payment rules and the “30-day vendor law”
Verifies budget and reporting codes used and confirms invoice total agrees with net amount in Alma before approving and preparing the APFeed file to be processed via ERP Export
Uses Alma/PeopleSoft Accounts Payable Interface to complete payment transactions in the Library and University financial management systems
Verifies transactions batch-uploaded into the PeopleSoft Accounts Payable-Disbursements module
Creates vouchers and journal entries in PeopleSoft as needed
Co-shares the responsibility of financial record keeping and accuracy assurance including:
o Validating all batch-uploaded transactions by comparing Aleph batch information to vouched transactions in PeopleSoft AP/Disbursements system
Vendor Maintenance
Creates and maintains vendor records in the Library Management System
Coordinates vendor record creation and/or maintenance in Peoplesoft with Vendor Maintenance Team at UF Disbursements Services
Initiates affidavit procedure for replacement checks requested by vendors when payments are lost in mail
Cost Share Coordination
Coordinates cost sharing arrangements with UF Health Science Libraries, Warrington College of Business Administration, and other UF academic units and maintains records pertaining to these transactions
Communicates with fiscal personnel in outside of the libraries regarding payment processing
Other Duties
Responsible for ordering supplies for the Acquisitions & Collections Services Department and the Cataloging & Discovery Services Department; coordinates printer repair and maintenance through UF PrintSmart program
Participates in special projects and performs other duties as assigned. Serves on committees as appointed and participates in staff development opportunities.
QUALIFICATIONS
We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.
Required:
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
APPLICATION PROCESS
To apply, submit
a cover letter detailing your interest in, and qualifications for this position
your current resume or CV
a list of three references including their contact information (telephone number and email address)
Apply by 11:55 pm (EST) on May 8, 2023 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Job Number 526570. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.