Address
Form of workFinancial Processing:
- Manage expenses related to maintenance and utility budgets, serving as the primary contact for Purchase Orders, Invoices, and PCards.
- Provide support for financial approval processes, staying informed of fiscal policies and procedures, and ensuring compliance.
- Review and submit requisitions for utilities and operations transactions.
- Offer guidance on fiscal processes to ensure efficiency, including asset management and travel procedures.
- Assist in coordinating departmental PCards and assets statewide.
- Process fiscal transactions related to operations, construction projects, maintenance, and utilities as required.
Budget Administration and Management:
- Oversee ongoing maintenance budgets, ensuring adherence to regulations and audit standards.
- Collaborate with maintenance teams to meet financial goals and milestones.
- Monitor project progress using Project Tracker and oversee audits and closures.
- Conduct monthly reconciliations of maintenance budgets and provide updates to Maintenance Operations Supervisors.
- Analyze reports to advise management on strategic fund utilization.
- Provide guidance to Maintenance Operational staff regarding expenses and maintenance project contracts.
- Review UF/IFAS statewide maintenance budgets and report status updates and audit concerns to FPO leadership.
Administrative Responsibilities:
- Assist in onboarding and training of administrative staff.
- Coordinate travel arrangements.
- Provide mentorship and training on UF and IFAS policies and procedures.
- Maintain strong relationships with internal and external stakeholders, addressing inquiries and concerns promptly.
- Assist in overseeing the annual department inventory and conduct audits for accurate asset records.
- Share information within the unit, contribute to internal databases, and suggest process improvements.
- Provide administrative support, including scheduling meetings, preparing agendas, managing correspondence, and planning internal events.
Special Projects:
- Support assigned special projects, such as report creation, financial recovery efforts post-natural disasters, legal document processing, and research tasks.
- Draft reports, presentations, and materials for various purposes.
Other Duties:
- Engage in additional tasks and responsibilities as needed to support departmental operations and objectives.
- Perform other duties as assigned by management related to driving such as transportation logistics for special events or off-site meetings.
Expected Salary:
Commensurate with education and experience
Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and relevant experience.
Preferred Qualifications:
- Skills in business and office procedures.
- Skilled in Microsoft Word, Outlook, Excel, and Teams programs. Skilled with virtual communication.
- Skilled in accurate data entry and budget management.
- Knowledge of PeopleSoft functions, OnBase, and myUF Market.
- Ability to learn UF policy and procedures.
- Ability to work within FEMA, FDEM, and insurance processes.
- Ability to learn new software.
- Ability to maintain confidentiality.
- Effective verbal and written communication.
- Excellent customer service, time management, record-keeping and organizational abilities are strongly preferred.
- Ability to manage multiple priorities.
- Ability to work with minimal supervision and to make decisions is preferred.
- Ability to become a notary public.
Special Instructions to Applicants:
In order to be considered, you must upload your resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
A valid Florida driver's license is required.
Health Assessment Required:
No
