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:
  • 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.

$18.00 - $20.00 per hour. The Smathers Libraries offer a salary commensurate with experience and credentials

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.

• Experience with PeopleSoft accounting system
• Experience with Integrated Library System, Alma
• Ability to understand and follow policies and procedures
• Ability to review data for accuracy and completeness;
• Customer service experience
• Ability to work within deadlines and achieve goals
• Ability to plan, coordinate and organize work assignments
• Ability to exercise good judgement in handling sensitive and/or confidential information
• Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives
• Evidence of excellent interpersonal skills including oral and written communication
• Ability to work both independently and collaboratively to accomplish goals
• Flexibility, and ability to adapt and work in a rapidly changing academic environment
• Basic computer skills and experience with Microsoft Word and Outlook.

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

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 March 20, 2023 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system. 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.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See the Qualified Positions link on our applicant FAQs page for a list of eligible positions.