Fiscal & Business Specialist

Salary Range

$48,000 to $54,000 annually

Responsibilities

• Procurement and Financial Transaction Administration: Coordinates departmental purchases of goods and services from request through payment. Reviews purchase requests for appropriate funding, documentation, approvals, and compliance; assists with identifying appropriate suppliers and sourcing options; obtains and maintains quotes and supporting records; initiates requisitions and purchase orders; processes and tracks invoices; documents receipt of goods and services; and follows up with suppliers and University offices to resolve billing, vendor-registration, receiving, or payment issues. Maintains purchasing and contract timelines and coordinates routine renewal and extension activities with leadership, Procurement, and other applicable University offices. Administers departmental P-Card activity, including transaction documentation, reconciliation support, statement tracking, and follow-up on exceptions. Processes USF Foundation check requests and other routine Foundation purchasing and payment transactions, as applicable. Maintains purchasing logs and fiscal records and serves as a liaison with Purchasing, Accounts Payable, Procurement Card Services, the USF Foundation, and other applicable offices.
• Travel Administration: Serves as a departmental travel delegate and coordinates travel for Center employees, students, guests, and other authorized travelers. Initiates and monitors travel requests and authorizations; assists with allowable reservations and travel arrangements; reviews receipts and supporting documentation; prepares and processes expense reports and reimbursements; and follows up with travelers to correct incomplete or noncompliant submissions. Applies University travel rules, State of Florida requirements, funding-source restrictions, and sponsored-project requirements, as applicable. Maintains travel records and tracking tools and provides procedural guidance to travelers.
• Fiscal Monitoring, Reconciliation, and Internal Controls: Monitors purchasing, travel, P-Card, invoice, payroll, Foundation/Auxiliary, and other departmental transactions to confirm accurate chartfield use, complete documentation, and timely processing. Runs routine reports and maintains transaction trackers; assists with monthly departmental ledger and account reconciliations; researches discrepancies; initiates or coordinates payroll and non-payroll expenditure transfers, budget corrections, and other fiscal adjustments, as appropriate. Monitors outstanding commitments, unpaid invoices, credits, and refunds. Coordinates routine Auxiliary and Foundation financial transactions, including preparation of customer quotes and invoices, tracking receivables, collection and deposit of revenue, and related reconciliation activities. Organizes records for audit and management review, identifies recurring issues or control gaps, and recommends practical workflow improvements. Coordinates with fiscal leadership and relevant University offices to resolve transaction and account issues.
• Business and Office Operations: Coordinates administrative operations necessary to maintain an organized, functional, and service-oriented office. Monitors office supply, equipment, furniture, and service needs; coordinates orders, maintenance, facilities requests, deliveries, mail, and related vendor activity; maintains shared operational files and inboxes; monitors the Center's main departmental telephone line and general administrative communications and routes inquiries and requests to the appropriate personnel; and supports workspace assignments, employee onboarding and offboarding logistics, access requests, and inventory or property records. Assists with meeting and event logistics and provides general operational support to Center leadership and staff. Maintains written procedures and cross-training documentation to support continuity of operations.
• Other Duties: Performs other fiscal, business, and administrative duties as assigned in support of Cyber Florida's statewide mission and operational needs.

Qualifications

• Minimum: 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. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.
• Preferred: Bachelor's degree in accounting, finance, business administration, public administration, or a related field; or progressively responsible experience in departmental fiscal and business operations. Experience with purchasing, P-Card administration, invoice processing, travel, account reconciliation, and office operations in a university, governmental, or similarly regulated environment is preferred. Experience with USF business systems and tools, including Oracle, Bull Marketplace, Archivum, FAST, Finance Mart 2.0, and Microsoft Excel, is highly desired.

Special Skills and Training

• Knowledge of fiscal and administrative controls and the ability to interpret and apply detailed policies and procedures.
• Strong organizational, customer-service, problem-solving, and written and verbal communication skills.
• Ability to manage multiple time-sensitive transactions, maintain accurate and audit-ready records, exercise sound judgment, protect confidential information, and work effectively with employees, travelers, vendors, and central University offices.
• Intermediate proficiency with spreadsheet, word-processing, and shared-document applications.

Special Requirements

• Employment with the Florida Center for Cybersecurity requires signing a nondisclosure agreement and successfully completing a Level 1 background check.
• This position may be required to obtain and maintain University roles or delegations necessary to process purchasing, P-Card, travel, and other fiscal transactions.

Working Conditions

• Environment: Typical indoor environment/office setting. Occasional travel between USF locations or to local vendors or events may be required.
• Physical Requirements: Ability to perform extended computer work and occasionally move or lift office supplies, equipment, or materials weighing up to 20 pounds.