ACCOUNTANT IV - 31001403

State of Florida

16d•Onsite

About The Position

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies. FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office (SWO); the 24-hours a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate and communicate with our community stakeholders for a resilient Florida” along with our vision of, “Leading the Profession in building prepared and resilient communities”. Position Overview and Responsibilities: This position’s primary responsibility is for the functions of an Accountant IV (Contractual Agreements) within the Bureau of Financial Management. Duties and responsibilities include, but are not limited to: In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Requirements

Knowledge of basic accounting or auditing principles.
Knowledge of monitoring techniques.
Knowledge of basic mathematics.
Knowledge of accounting, financial, budgetary, and procurement systems.
Ability to review, analyze, and evaluate data.
Ability to examine financial records.
Ability to understand and apply laws, rules, regulations, policies and procedures.
Ability to conduct research and prepare reports.
Ability to probe and obtain critical facts.
Ability to utilize problem-solving techniques.
Ability to plan, organize, and coordinate work assignments.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to recognize the validity, authenticity, and propriety of accounting and operating records.
Ability to interpret regulations and policies for federal and state programs and provide assistance to staff to ensure the awareness of financial guidelines, procedures, and directives.
Ability to compile, organize, retrieve, and analyze detailed financial data related to assigned programs and to monitor expenditures and close out state and federal awards.
Ability to apply historical financial data to forecast future financial obligations.
Ability to work independently with state and federal staff and liaisons in the management of program grants and assigned related responsibilities.
Ability to utilize financial and data analysis software.
Ability to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and be able to deploy to emergency sites with limited advance notice.
Knowledge of travel requirements and Florida Statutes 112.061.
Demonstrated experience analyzing, compiling, reporting, and reviewing financial data.
Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn and navigate division enterprise business systems.

Responsibilities

Process contractual service invoice payments.
Route, review, encumber, and manage contractual services agreements and contractual services encumbrance reconciliation.
Audit and approve purchasing card charges as assigned in P-Card Works.
Responsible for use of related systems to process payments and for timely settlement of payment.
Consult with FDEM staff as necessary to ensure proper and timely payment.
Assist staff with compliance with FDEM’s travel policies and procedures.
Data entry of a variety of accounting transactions into FLAIR using source documents and payment records created by accounting staff.
Assist with verification and corrections as needed of daily FLAIR input before nightly update of system.
Auditing and processing all incoming vendor invoices against the purchase order within Emergency Management Enterprise Solution (DEMES) to verify the invoice and supporting documentation are in accordance with all applicable laws and regulations for the State of Florida, not limited to Florida Statutes, Florida Administrative Codes, and departmental policy and procedures.
Approve travel transactions in STMS.
Reconcile the encumbrance balance in FLAIR to the purchase order balance in MFMP, prior to processing an invoice for payment, ensuring the correct coding is being used and there is adequate funding to cover the cost.
Participate in year-end closing activities related to certified forward of outstanding obligations for non-FCO and non-pass-thru categories.
Perform other related duties as required.