Sergio Garcia

• Manages the financial administration of all non-grant funding for the Department of Chemistry, the biggest department in all of CAS, servicing over 4,500 undergraduate majors, and over 150 Graduate Assistants. This includes direct interaction with the Department Chair on strategic planning, budgetary compliance, and fiscal requests, and organization. This also includes serving as the fund administrator for Foundation and Research Foundation accounts, as well as auxiliary, convenience funds, and fee-generated accounts, in addition to overhead and E&G funding, as well as the Department RIA account.
• With the fiscal responsibilities, project expenses, prepare and compile reports, monitor budgets, and prepare necessary transactional paperwork to make needed adjustments, corrections, or requests. Assists Chair with annual budget requests. Interact directly with our Dean's Office Budget staff to ensure budgetary compliance and needs are met. Works with department leadership for strategic planning and reporting for decision support.
• Manages office personnel and everyday office operations. From ensuring our team meets deadlines, to disseminating information, to directing and instructing personnel on what steps to follow in order to achieve the desired outcome. Establishes culture and sets high standards by mentoring, team building, motivating, and using interpersonal skills. Uses conflict resolution to resolve complex issues that arise throughout the day.
• Serves as a liaison between the BFSS team and the Department of Chemistry. This ensures that policies and procedures are being followed. Including submitting travel for seminar guests, faculty, and staff. Purchasing requests and Foundation requests. Serves as the trainer for all Bull Marketplace transactions and troubleshooting.
• Submits Research Foundation transactions, such as travel, payments, and invoicing. Manages the Research Foundation funding and strategizes with the department chair in order to find strategic solutions to our unique needs.
• Manages departmental Human Resources processes, including staffing, recruitment, appointments, certifying payroll, including tracking all paid appointments in Chemistry and reconciling payroll expenditures and projections, and preparing payroll allocations (including interacting with department URA for instructions on grant allocations), HR compliance, as well as hiring plans, searches, and the management of staff and FWS employees.
• Prepares all aspects of payroll for over 300 people. Includes submitting appropriate forms (PCAF, Pay Distributions, RETS, Retroactive Rate Increases, Moving Costs, etc.).
• Manages technology and technology processes in the department, as well as serves as building supervisor for space that Chemistry occupies. Chemistry is located across 6 different buildings with different funding and regulations. This includes space management of non-academic spaces, asset management, space inventory, facility requests, and coordination of space/facility needs. This includes lab/office cleanout, coordination of equipment install, implementation of new space renovations, building and facility maintenance requests, space impact requests, and working with facilities and Environmental Health and Safety.

• Reconcile monthly Chartfield/fund ledgers from the various University financial systems to the source documents for departments and schools whose fiscal functions have been assumed by the Business Support Services Center as well as those services supported through auxiliary funds.
• Prepares financial statements/reports for administration, subject to review and approval.
• The completed monthly reconciliations include projections based on available data and this team member will make recommendations to administration regarding the transfer of allocation, / expenditures between budget categories to comply with University fiscal policies.
• Upon approval, this person will prepare and submit appropriate documentation (i.e. budget transfer, non-payroll expenditure transfer or cash receipt correction) or work with departmental personnel to ensure that documentation is submitted.
• Prepares financial reports, statements, spreadsheets, ad hoc reports and consolidated financials, which are used by management/accountable officers to make financial decisions.
• Performs analytical analysis of departmental financial statements including review of budget to actuals/variance analysis. Prepares various supporting schedules as needed.
• Assists BSS Director and Student Affairs management with compiling information for periodic client meetings.
• Reviews and processes requisitions, travel requests, travel reimbursement, purchase orders, journal transfers, ensuring compliance with University policies and procedures.
• Reconcile Procurement Card transactions for cardholders for department and schools whose fiscal functions have been assumed by the Business Support Services Center, and those who have services through the auxiliary fund consistent with guidelines and regulations related to the Procurement Card program, compliance and funding source.

Team Lead:

· Serves as back-up supervisor

· Serves as one of the contact persons for Central Offices

· Assist with onboarding/training new departmental employees as well as new members of the BSS team.

· Delegates and assigns BSS members tickets based on their current workload

· Assists with staffing issues as needed (interviewing, triaging work, etc.)

• Data entry and management for hundreds of schools across Florida, including school demographics, outcome summary data for several tier trainings, etc. Using ACCESS databases, Zoho Creator and the RtI:B database.
• Manages quarterly data entry on the Bureau of Exceptional Education and Student Services website for the Florida Department of Education and SAMHSA.
• Administers data entry for the National Counsel of Mental Health First Aid in order to ensure certification for each participant and instructor attending YMHFA trainings.
• Coordinates Youth Mental Health First Aid Trainings for instructors and participants as well as purchasing and shipping training materials across the state for the training classes.
• Coordination of a multi-tiered system of support trainings across the Florida districts and participating schools including shipping materials to different sites.
• Serves as a grant liaison between professional entities across the United States and our projects in order to create and fulfill purchase orders in accordance with University Rules and Regulations. Entities include but are not limited to ProCopy, Mental Health First Aid, Call One, and Live Binders, etc.
• Supervises and sets up Adobe rooms and conference lines for meetings.
• Budgeting of purchases in accordance with budget constraints across FLPBIS, FL AWARE and SCT Projects which includes office equipment, online applications, and database fees.
• Creates Travel Authorization Requests and submits Expense Reports to the University of South Florida Travel Department.
• Coordinates travel for non-employee guests, as well as project staff, including but not limited to conference registrations, airfare, and hotel, car and shuttle reservations.
• Consolidates PCard purchases for travel and other grant necessities.
• Participates in the interview process for potential candidates in the mental health field.
• Hosted the FLPBIS table at the CALMS Center for the Florida APBS Conference.

Travel Department:
• Audit expense reports in compliance with the USF Travel Manual and Federal Law, from both foreign and domestic backgrounds.
• Resolve client issues and concerns, teaching them above rules and regulations; thus creating an informative financial ecosystem.
• Process cash advances and balance USF Procurement Cards (PCards) in order to ensure staff, faculty and business entities receive reimbursement.
• Attend daily meetings with managers and staff in order to ensure the utmost accuracy in processing of documents.
• Using data analysis (both qualitative and quantitative) in order to solve complex problems whilst abiding by the Florida Rules and Regulations.
• Budget checking of departments within the University of South Florida.
• Teach new employees within the travel department about rules and regulations found within the travel manual in order to ensure their development as an employee.

Accounts Payable:
• Handle delicate, private information with care and preform audits as necessary.
• Create receipt packages from submitted documents in order to ensure information in readily available to users and auditors.
• Transit mail within the campus, in order to provide secure methods transportation for personal and private information.
• Contact clients in order to acquire further information on foreign and domestic charges.
• Maintain a strong individual and group mechanics in order to create a fluid environment, where all information is processed at a highly efficient rate.

Working for both sides of the Controller's Office allows me to ensure information is obtained and processed correctly in each stage of auditing. Using both qualitative and quantitative skills I am able to resolve any issues clients might experience in their search for compensation. The aforementioned financial ecosystem is set in place so that all individuals work together and share equal knowledge of laws and regulations.

• Complete the first stage of the verification process;
• Compare data reported on the Free Application for Federal Student Aid (FAFSA) with the financial documents submitted to our office by students and parents;
• Review and generate initial documentation for worksheets needed to complete team processing tasks;
• Scan and accurately index documents into students' electronic files using BDMS Imaging System, following complex instructions to ensure accuracy;
• Clerical support, manual data entry, and sorting all incoming documents from outside sources
• Determining the completeness and accuracy of all documents submitted to the office for review.