Fiscal & Business Specialist

Dept Number/Name: 0-0407-000 / Resource Mgmnt & Development
College Division: Acad Affairs-Student Success
Salary Plan: Staff
Job Code/Title: 3213 / Fiscal & Business Specialist
Hiring Salary/Salary Range: $40,000
Position Number: 00017802

ORGANIZATIONAL SUMMARY:

The Student Success division at the University of South Florida, is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience.  The Office of Resource Management and Development (RMD) provides strategic, and analytical support to the internal operations of the departments within the division of Student Success as well as oversight of unit business decision support/operations, budgets and internal/external management reporting. Through leadership in strategic decision- making and technology-based solutions, RMD delivers critical information guiding overall unit planning thereby supporting Student Success and University’s goals of excellence and overall stability.
POSITION SUMMARY:

Position monitors and processes PCard transactions and coordinates submission of monthly PCard holder statements. This position will work as a liaison between PCard holders and USF Central PCard to ensure that receipts, statements and information requested are submitted in a timely manner. Responsible for monitoring shared mailboxes, as well as updating and maintaining department PCard logs. Position is responsible for reviewing requisition requests in adherence to USF Purchasing policies; serves as liaison with vendors for items purchased, quotes, billing statements and payment terms.  Reviews and processes approval requests for Concessions and Gift-In-Kind expenditures and monitors transactions. Position processes USF Travel Requests, Expense Reports and other tasks as needed.
RESPONSIBILITIES:
Monitor and process Pcard transactions for assigned departments served by Student Success RMD. Review each PCard receipt for adherence to University PCard compliance policies and procedures. Assign a chartfield string and enters them in the Pcard module for reconciliation. File Pcard receipts for matching Pcard statements. Match Pcard receipts to statements and forward for signature approvals. Forwards final approved package to pcard compliance. Responsible for recording Pcard payment information in the log and for filing physical and digital media in the appropriate filing systems to serve as basis for reconciliation against University ledgers and support for audit compliance. Monitors shared PCard mailbox and responds to stakeholder inquiries. Periodically updates and maintains department PCard logs.
Review requisition requests for adherence to USF Purchasing policies and appropriate documentation. Serve as a liaison between departments within the unit and with vendors regarding items purchased, quotes, billing statements & payment terms. Verify available budget and inputs requests into appropriate Business System. Resolve matched exceptions. Review vendor invoices for completeness, accuracy and approvals. Creates receipts for approved invoices. Processes changes to purchase orders as needed to manage department requirements. Ensure all documents are transmitted to Accounts Payable for payment. Works with vendors on issues related to late payments and troubleshoot lost checks/invoices.
Arranges and coordinates travel for staff, students, and employee candidates, consultants, and incoming guests and speakers using the Archivum system. Determines if additional documentation and/or explanation are required and gathers additional documentation and/or explanation from relevant parties in a timely manner. Ensures compliance to University policies and procedures. Functions as a liaison to the USF Travel Department,  Student Success Departments, and other USF  Departments. Responsible for timely processing of all travel authorization requests, cash advances, and travel expense reports for employees and guests.
Reviews and processes approval requests for Concessions and Gift-In-Kind expenditures and monitors related transactions.
Provides operational support and backup of other Business Office staff as needed in areas of Purchasing, Pcard and Travel.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal  support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.
PREFERRED:
Prefer Bachelor’s degree in Accounting, Finance or other business-related field and three years of professional fiscal experience.
 

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36038

Posting Start Date: 1/16/2024

Posting End Date: 1/29/2024

How to Claim Veteran’s Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University’s Title IX Coordinator.

USF’s Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

Campus map and location overview: USF – Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report’s national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state’s 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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