Fiscal & Business Assistant

This position typically reports to an appropriate administrative or accounting manager, or Office Manager. Incumbents serve as a liaisons with outside vendors regarding items purchased, quotes, billing statements, and payment terms from the contract (i.e., for a department/ college/grant to help contain costs). The Fiscal and Business Assistant prepares recommendations for approval by the Director or Accountable Officer with regard to local/departmental level purchasing activity. This position can be differentiated from the general clerical and administrative job specifications by its more narrow focus on purchasing, travel and fiscal related tasks. To be assigned to this title, 70% or more of the duties of a position should be business and fiscal support tasks such as purchasing, accounts payable/receivable (for a department/college), travel administration, and/or fiscal support for a grant or Auxiliary function. This position receives direction through established procedures and guidelines, along with instructions from supervisors as to how the work should be performed. Fiscal and Business Assistants must be able to identify inconsistencies or potential problems related to purchasing or fiscal transactions. The Fiscal and Business Assistant must remain up-to-date on all purchasing, accounts payable/receivable, and cash related USF policies and procedures and advises others on proper documentation for fiscal transactions. This position requires knowledge of USF enterprise financial and accounting systems, along with basic abilities in MS Word and Excel to complete the transactions. This position is Grant-Funded. -Prepare and submit Travel Authorization Requests (TARs) for faculty travel. -Process and submit Travel and Expense (T&E) reimbursements in a timely and accurate manner. -Review, prepare, and submit invoices and other payment requests for departmental expenses. -Work closely with department faculty and staff to obtain all necessary information, receipts, approvals, agendas, and support documentation required for reimbursement and payment processing. -Ensure all submissions comply with applicable university reimbursement, travel, and procurement policies. -Serve as the department's resource for reimbursement procedures and documentation requirements. -Monitor transactions and follow up with faculty, staff, and administrative offices as needed to resolve issues. -Maintain organized records of TARs, reimbursements, invoices, and related supporting documentation. -Create new vendors as needed. -Process Foundation POs and transfers. -Other duties as assigned. Minimum Qualifications This position requires a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Preferred Qualifications -Strong attention to detail and accuracy. -Excellent organizational and time management skills. -Ability to communicate effectively with faculty, staff, and administrative personnel. -Ability to interpret and apply policies and procedures. -Proficiency in Microsoft Office applications, particularly Excel and Outlook. -Ability to manage multiple deadlines and prioritize tasks in a fast-paced environment.