This is a key administrative position at PSREU who is focused on the overall Office Administration, primarily fiscal and office administration. Incumbent will also share the responsibility on a wide variety of financial transactions (PCard, invoices, purchase orders, monthly reconciliation, etc.) to assist with high volume at this IFAS Unit. The employee will be the primary receptionist greeting students, faculty, visitors, etc. when they arrive at PSREU. This position is cross-trained and shares responsibilities with the Administrative Support Assistant II position in the office.
Fiscal: Duties include PCard processing in MyUFL; Requesting quotes, Purchase order preparation in MyUF Market Place and submission of requisitions for approval. Invoice preparation in my Payment Solutions for approval; Assisting with monthly reconciliations: Travel Authorizations and Travel Expense Reports as needed for employees at PSREU. Enters journals for various financial transactions. Shares the fiscal responsibility with the Administrative Support Assistant II and is cross trained to ensure timely, compliant and accurate processing of all financial transactions for PSREU.
Office Administration: This will include greeting visitors and routing them to a variety of locations as well as directing telephone callers to PSREU. Numerous recurring responsibilities include but are not limited to distributing mail, ordering office/building supplies, assisting with minutes, and maintain an updated listing of designated vendor contacts. Assists with maintaining various data bases and records, examples of this include Vehicle Database (including safety inspections); vehicle key box; irrigation database; fuel, dryer & cooler logs; scales certification; DOT permits; trailer database; Hazardous Waste Storage and Disposal records; SJRWMD water records & reporting. These responsibilities will be shared with the Administrative Support Assistant II. Operation of state and farm vehicles in the performance of job duties.
Assets, Equipment and Space: Includes but not limited to- assisting with the monitoring and tracking of department inventory, processing disposals/surplus requests, requesting and tracking asset decals, completing annual inventory. Incumbent will also share responsibility for annual Space Report at UF. Also expected to maintain keys, signs, lights, etc. for space at PSREU. All vehicle aspects that should be tracked and updated will be handled by this individual such as vehicle logs, vehicle maintenance and scheduling for a large fleet, Sun Pass system including transponders.
Assist PSREU Management Staff and Director with Marketing items, signage, materials, give away items, etc. to be used for various Field Days, events and the approximately 3,000 visitors annually to PSREU. Assists in maintaining photo database to be used on display in Admin Building and Conference Center. Assist Administrative Specialist II in maintaining Social Media platforms and website.
Assist with Conference Center events, tours, classes, field days, and all events held at PSREU and Frank Stronach Conference Center. Will serve as a back-up to the Event Coordinator.
Other duties and projects as needed
8 am – 4:30 pm Monday – Friday
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.
https://explore.jobs.ufl.edu/en-us/job/531627/fiscal-assistant-ii