Financial Analyst II

Initiation and Review of Financial Transactions: including (1) Invoices (2) Purchase Orders (3) Travel (4) Procurement card (PCard) (5) Accounts Receivable. Requires knowledge of rules and procedures, independent analysis, prudent judgement, and clear communications:

(1) Invoicing:
Confirms receipt of goods and/or services and serves as Level 1 processor within myUF Marketplace. Including but not limited to: (i) PrintSmart/Zeno invoices; (ii) recurring Wireless Device Allowances and Purchase reimbursements; (iii) Office supply vendors such as Mister Paper; (iv) hotel and catering services; and (v) a variety of commercial printing services. Resolves billing discrepancies with vendors which requires analysis of invoicing and payment history and reconciliation of this activity to avoid duplicate payments.

(2) Purchase Orders:
Primary initiator of Purchase Orders and Agreement Intake forms in myUF Marketplace, understanding and applying Procurement policies and procedures. Ensures all recurring/service POs are in place at the start of each new fiscal year. Monitors and reviews transactions processed against the monthly Open Encumbrance Summary report. Submits change requests and finalizes POs as needed.

(3) Travel:
In cooperation with administrative support staff, analyzes documentation provided and prepares UF GO Travel Requests and Expense Reports, as needed. May be called upon to assist with travel processing for visitors/special events.
Manage Person of Interest (PoI) submissions for non-UF-employed travelers.

(4) Procurement Card (Pcard):
Reconciles PCard transactions, as needed, using appropriate chartfields. Employee must ensure all required documentation (including appropriate approval) is saved internally and in the financial system of record, analyze charges to ensure allowability to be paid from designated source of funds. Once PCard is approved, employee is expected to ensure all documentation is available for future reference.
NOTE: With the deployment of UF GO (SAP Concur), this position will hold a “Delegate” role for originating and reconciling trips and PCard charges on behalf of travelers and/or PCard holders.

(5) Accounts Receivable:
Responsible for preparing cash/check, Expense Refund, or other types of deposits. Follows proper payment handling controls.

Research, Extension, and Education Project Online Reporting Tool (REEport) and NIFA Reporting System (NRS):
Serves as REEport/NRS primary point of contact for all UF-IFAS units: managing daily duties such as
(1) project initiation/submission via the external submission systems,
(2) entry of chartfield attributes in UF’s official financial system of record,
(3) adjustments during the life of the project,
(4) annual and final results (progress reports) submission, expiration, and termination.

This includes updating financial tracking data (chartfields) in myUFL and making updates/adding project information into REEport/NRS. These activities are the crucial first steps required to allow the 28 IFAS units and 400+ recipient faculty the ability to properly spend and track ~$12M in federal research capacity funds received annually by the IFAS Research enterprise and meet the terms and conditions for all of UF’s competitively funded awards from USDA-NIFA.

Maintains list of expiring NRS/REEport projects, provides notification to PIs/units, and recommends next steps to ensure faculty have an active capacity project.

Data Mining Analysis, Reconciliation, Closeout & Reporting:
Collects and analyzes data to prepare reports relevant to the Office of the Dean for Research and other reporting units. Ensures that each office has reviewed the information prepped and agrees to its submission.

Such activities might include, but are not limited to:
(1) Monthly Reconciliation: Maintains electronic and paper files to comply with internal audit guidance. Analyzes Payroll Summary reports and determines corrective actions, if necessary. At the close of each month reconciles expenditures, using discretion and independent judgement to identify any errors or questionable transactions and recommends corrective action to Assistant Director, Administrative Services. Reviews the Monthly Reconciliation Report with Associate Director Finance. Follows up on any action items to ensure charges are correct.

(2) Creates & monitors list of expiring internal awards & other commitments made by RDean, Generates expenditure data from myUFL, conducts financial review to analyze funds were used as budgeted within the allowable award period, generates and reviews trial balance data to identify and resolve discrepancies which may include processing corrective accounting entries (journals, etc.) in myUFL ,

(3) Reviews expenditures, identifies issues and recommends corrective actions in preparation for generating SF-425 annual & final financial reports for USDA capacity programs: Hatch Regular, Hatch Multistate, McIntire Stennis, and Animal Health.

(4) Collaborates with Assistant Director, Finance to generate UF’s Annual REEport/CapacityFinancial report that links expenditures IFAS wide to REEport/NRS projects. Works closely with departmental financial contacts across 27 units within IFAS to ensure data generated is accurate, identifies discrepancies and prescribes necessary corrective action.

(5) UF’s AHDR-1433 report for USDA Animal Health capacity program. This report provides data to USDA-NIFAthat is used to determine the allocation of federal capacity funding made to UF annually.

(6) Annual Unit reviews conducted by Dean’s office: generates data & conducts analysis to identify financial trends within each unit.

(7) Pulls data from myUFL relevant to analysis for generating financial dashboards.

Department Contact (DC) role for Assets/Property, Physical Space inventory, and Vehicle management functions:
including...
(1) myAssets Property inventory & surplus: capital assets and attractive property
(2) Prepares annual property report, scanning and certifying the locations and users of department property.
(3) Prepares the annual office Space inventory survey by conducting walkthroughs and interviews with the occupants. Ensures that responsible parties have reviewed the information and agree to accuracy prior to submission.
(4) Maintains State Vehicle logs. Alternate contact for vehicle maintenance and repairs.

$52,500–65,000 or commensurate with education and experience

Bachelor’s degree in an appropriate area of specialization and two years of appropriate experience.

Prior experience with a broad range of systems and processes at UF, including interpretation of applicable state and university policies and procedures.

Must be detail oriented, customer friendly, adaptable to change, and able to handle a high volume of work in a fast-paced environment.

The University of Florida recognizes the value of telecommuting in fostering a flexible work environment; therefore, some consideration may be given to remote or hybrid work. The employee would need reliable data connectivity (Internet & phone).

Demonstrate commitment to contributing to a respectful and caring community for all.

This is a time-limited position.

In order to be considered, you must upload your cover letter, resume, and a list of 3 professional references.

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