Fiscal & Business Specialist

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. This position performs fiscal, administrative, and business support to assist in the general operations of Student Business Services supporting Student Government (SG) A&S funded student organizations. This individual may purchase materials, equipment, supplies and services of a specialized nature for various student groups as well as process and assist students with travel arrangements who wish to travel for educational activiites with SG funding. Receive, review, and process purchasing and travel transactions for students using USF systems while staying in compliance with various USF purchasing and travel policies and procedures. Communicate with students and staff to ensure timely processing of all business related transactions. The Fiscal & Business Specialist must remain up-to-date on all Student Government/State of Florida statutes, travel policies, budgeting, grant funding, purchasing, foundation, accounts payable, accounts receivable, and cash related policies and procedures. 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.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor's degree;
• (c) Six years of direct experience for a master's degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Reviews requisition requests for adherence to USF Purchasing policies and appropriate documentation. Coordinates planning for major student events. Serves as a liaison with suppliers regarding items purchased in regards to supplies and equipment. Reviews vendor invoices and completeness, accuracy and approvals. Provides follow up to ensure suppliers are paid timely. Ensures purchasing transactions are completed accurately and timely for payment. Monitors and processes Pcard transactions for Student Government (SG) student organizations. Reviews PCard receipts for adherence to University Pcard compliance policies and procedures. Matches Pcard receipts for accurate Pcard reconciliation. Responsible for the recording of Pcard payment information and filing of physical and digital documents in the appropriate filing systems to serve as the basis for reconciliation against University ledgers and support for audit compliance. Maintains Pcard statement spreadsheet tracking payments made on the University issued Pcard. Responsible for monitoring student organizations accounts. Assists Manager with potential deficits. Maintains accurate tracking and recommends any adjustments immediately to ensure immediate correction. Prepares status reports to Manager regarding outstanding purchasing expenses pending authorization for student organizations. Assists in the purchasing training of student financial officers. Establishes, updates, and maintains shared email boxes for the department. Serve as front desk back-up as necessary. Ensures documents are scanned to Accounts Payable for payment. Works with suppliers on issues related to late payments and troubleshooting lost invoices/payments. Maintains spreadsheets tracking requisitions and Pcard transactions processed within the USF systems. Notifies appropriate individual for journal entry transfers for transactions posted to incorrect chartfield. Work with travel requests from students who request to travel with Student Gov't grants. Performs other office administration duties as required to support the mission of Student Government and SBS as assigned by Manager or Director.