· This position maintains the internal accounting system for the Police Department with an operating budget of $3,128,000 annually. This includes 8 accounts within various budget funding entities including; Educational and General, Auxiliary, Health Science Center and Concession funds. Work requires independent judgment in monitoring and executing the reconciliation of budget entities, expenditure analysis reports, travel, accounts payable and receivables, payroll certifications, special event & Sun Dome overtime records and various complex analyses. Liaison with various university and external departments regarding equipment purchases and police billings.
· Initiates requisitions to purchase, acts as correspondent with vendors, other departments and internal personnel as appropriate.
· Maintains University Police Department accounting records on a personal computer (and/or manually) for the departmental E&G, Health Sciences Center, two Auxiliary accounts, Public Safety Awards account and UP Renovation acct.
· Receives goods and verifies invoices, interprets and applies policy regarding timely vendor payment, and assists Tampa, Sarasota and St. Pete campuses in interpreting & applying purchasing policies and procedures.
· Reconciles departmental records with budgetary ledgers and independently resolves discrepancies as needed. Prepares monthly expenditure analysis reports as required for the Director, reports to supervisor any anticipated/actual problems relating to accounts in a timely manner ensuring that a budget deficit does not exist at the end of the fiscal year. Researches, collects, verifies, analyzes and compiles data used in various complex reports such as the annual budget. Recommends new acct. procedures for dept.
· Implements adjustments to accounts as necessary and responds to questions or inquiries regarding status, payment of requisitions, etc.
· Assembles and compiles data used in annual operating budget preparation and/or special projects, i.e., analyzes, budgetary records audit, etc., and assists in making budgetary projections for each account as necessary.
· Insures all manual and/or computerized accounting records are accurate and always up to date and is responsible for insuring compliance with established university policies and rules regarding fiscal operations.
· Independently compiles salary and hourly OPS/CWSP payroll certifications, on-call fees certifications and other required documentation for final review/signature of accountable officer and is responsible for accurate and timely completion of all phases of the payroll process. Coordinates the distribution of all payroll checks, except for the ones he/she certifies.
· Maintains hourly employee pay history(s) both in the computer and manually and monitors individual earnings as needed.
· Prepares and calculates Sun Dome time sheet, lists event name and amount for each person on their pay history sheet and handles distribution of all of the checks.
· Calculates computerized overtime report entries and prepares billing/charge documents as appropriate.
· Assembles appropriate documentation for deposit of revenue in applicable account including direct deposits to the Cashiers Office.
· Responsible for biweekly billings and collection of revenues which include: Student Organizations, other departments on campus, events involving agencies from off campus and checks from lawyers for our officers giving deposition for various cases involving USF both by BCD and direct deposits into the Cashiers Office. Has contact with various individuals concerning these payments.
· Collects property and prepares documentation for disposal or transfer as applicable. Maintains appropriate records for reconciliation with annual inventory scanning and accompanies the Property technician for scanning and the application of decals.
· Maintains
computerized departmental inventory records.