This position typically reports to a Director, Manager, Business Services Analyst or other appropriate administrator. The primary duties of positions in this job classification are related to the implementation, monitoring, and reporting of fiscal and business processes, including budget reconciliation, expenditure and budget transfers, overseeing department spending and purchasing activity, accounts payable/receivable administration, and fiscal and accounting support for a grant or Auxiliary function. This position may also reconcile, adjust, and monitor fiscal transactions in an effort to control the budget and report accurate accounting transactions to the appropriate central accounting function. Positions assigned to this classification should have at least 70% of the total duties directly related to the administration of fiscal and business processes. The Fiscal & Business Specialist must remain up-to-date on all budgeting, grant funding, purchasing, accounts payable, accounts receivable, and cash related USF policies and procedures. This position requires an intermediate level of proficiency with spreadsheet software. The Fiscal & Business Specialist serves as a liaison with central University administrative departments such as USF Accounts Payable, Purchasing, Research Financial Management, etc. This job classification is differentiated from the Accounting Specialist job in its focus on business management and administrative procedures in support of a college, department, office, or program budget.
- Reconciles monthly / department ledger for varied types of accounts such as E&G, auxiliary, carry forward, Foundation, concession, etc.
- Initiates and prepares non-payroll expenditure transfers, payroll expenditure transfers and budget transfers in an effort to correct any discrepancies and allow for appropriate funds.
- Posts, balances and records cash, credit card, or EFT transactions for an Auxiliary operation (i.e., includes preparation of cash vouchers, receipts, deposit slips, etc.).
- Accepts cash or other forms of payment and posts to the appropriate accounting system (FAST, FAIR, BANNER).
- Collects and deposits revenue for auxiliary funds and handles any discrepancies.
- Reconciles payroll registers to department ledgers, monitors pay distribution and salaries as they relate to the budget. Serves as payroll certifier or preparer.
- Manages and reconciles grant funds and monitors expenditures. Assists with grant agreement and sub-agreement set up and maintenance and works with the Principal Investigator and Research Financial Management by providing grant budget updates.
- Runs routine reports and queries related to the budget and expenditures (actual vs. budget). Example: RSA (Remaining Spending Authority) report. Utilizes FAST, GO FAST, FAIR, and BANNER to generate routine fiscal and budget related reports.
- Monitors and tracks department/college/center spending (i.e., using commitment control, RSA, spreadsheets, etc.) and notifies appropriate persons of potential deficits before they occur.
- Generates and sends out notices for additional money/fees due, grant/contract closeout, auxiliary account balances or deficits, etc.
- Handles purchasing functions, approves invoices for payment, and reconciles purchasing transactions (P-card, invoices, etc.) to the ledger. Resolves vendor billing problems.
- Prepares and monitors the monthly billing and invoicing process for all services rendered in a department, center, or auxiliary function (external and/or inter-departmental). Records and reconciles revenues and cash generated.
- May assist Director, Manager, Business Services Analyst or other budget manager with yearly or quarterly budget planning process by providing fiscal information.
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.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.
Working at USF
With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
About USF
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .
Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants have rights under Federal Employment Laws :
Family and Medical Leave Act (FMLA)
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.
