FINANCIAL ANALYST - 36000221

State of Florida • Tallahassee, FL

1d • Onsite

About The Position

This is a professional accounting position of significant scope and complexity, requiring independent judgment while performing technical, analytical/accounting and customer service functions relating to the payment of vendors, other state agencies and reimbursements. Primary duties require this position to identify and process contract invoices and reimbursements in a timely manner; in compliance with agency policy and procedures, State laws, Florida Statutes, and applicable rules and regulations of the State Comptroller regarding the disbursement of State funds. Under the general supervision of the Accounting Manager the incumbent assigned to this position is responsible for carrying out the duties described below for Financial Transactions. Section 215.422, Florida Statutes, the Prompt Payment Law, provides for the timely approval and processing of vendor invoices and reimbursements due to employees. If not timely paid, interest shall be paid upon payment of an invoice or reimbursement thereto. The time requirements of this section are mandatory and must be clearly understood. This individual must have strong communication skills, both oral and in writing. Files and correspondence must be documented and contain details sufficient to meet the needs of the agency and internal/external audits. Additionally, this position must work daily in the State’s automated accounting system (FLAIR) and other internal systems housed at the Florida Lottery.

Requirements

• Knowledge of routine office procedures and practices.
• Knowledge of general routine business correspondence.
• Knowledge of generally accepted accounting principles, practices, and procedures.
• Knowledge of Chapter 215.422, F.S. – The Prompt Payment Law.
• Knowledge of general purchasing guidelines and rules related to thresholds, procurements and major procurements.
• Ability to prepare and maintain a variety of accounting records.
• Ability to analyze, research, report and interpret accounting data.
• Ability to understand and apply the appropriate rules, regulations, policies and procedures relating to an accounting program.
• Ability to work independently, and to solve problems and make decisions.
• Ability to handle detailed work activities and assignments within a complex automated accounting system.
• Ability to establish and maintain effective business working relationships with others.
• Ability to determine work priorities and ensure proper completion of work assignments.
• Ability to communicate effectively both verbally and in writing.
• Ability to follow and perform activities as requested per written and verbal communication.
• Ability to prepare financial reports and reconciliation reports.
• Ability to use Microsoft Office software products including WORD and EXCEL.
• Ability to maintain confidentiality.
• Skilled in the use of an integrated accounting system.
• High School Diploma or equivalent (GED) required.
• Successful passing of a criminal background check (state, local, and national) is required.
• Maintains strict confidentiality of information learned while working with the Florida Lottery.
• Must have a lottery smartphone provided or a personal smartphone capable of downloading and operating the Lottery's designated security application for multi-factor authentication (MFA).

Nice To Haves

• The incumbent assigned to this position is responsible for carrying out the duties described below for Financial Transactions.

Responsibilities

• Auditing and processing reimbursement and disbursement requests for contracts, purchase orders, direct payments, VISA- Purchasing Card (PCard), Journal Transfers, Individual Reimbursement and/or Voucher for Reimbursement of Traveling Expenses in compliance with Florida Statutes, departmental policies, and the Department of Financial Services rules and guidelines.
• Preparing invoices and supporting documents for prize payments from the Future Prize Payment account.
• Reviewing purchase orders and/or two-signature contracts and ensuring accurate recording of details in the Florida Accountability Contract Tracking System (FACTS).
• Reconciling payments and encumbrances monthly to ensure FLAIR and other subsystems accurately reflect agency payments.
• Accurately coding and updating encumbrances and payables in the Florida Accounting Information Resource (FLAIR).
• Preparing written correspondence to vendors and Lottery staff regarding disbursement-related issues.
• Coding and updating encumbrances and payables with attention to organization codes, object codes, general ledger codes, and categories.
• Serving as the authorized signature for disbursements, warrant reissues, and cancellations in the absence of the Financial Transactions Unit Supervisor.
• Monitoring invoices for compliance with the Prompt Payment Law and preparing correspondence to address payment issues.
• Providing guidance and direction to staff and customers regarding discrepancies in the pre-audit of disbursement requests and notifying approvers of changes implemented by the State CFO.
• Performing special projects related to departmental goals and objectives and communicating with management.
• Notifying Lottery staff of changes in State rules, regulations, and laws.
• Drafting and/or assisting in preparing/updating policies and procedures.
• Communicating directly with vendors, Lottery employees, and other governmental agencies to resolve payment issues and meet Prompt Payment requirements.
• Scanning all payment requests submitted to DFS, including invoices, supporting documentation, and correspondence.
• Providing invoices and supporting documentation to Cash Management for reimbursements from third parties and documenting payment files.
• Maintaining records concerning job-related activities and recommending improvements to the work environment.
• Maintaining and adhering to all internal controls directed by the agency.
• Reviewing and verifying FLAIR encumbrances and payables monthly to assure budget availability and preparing/entering accounting entries for corrections.
• Performing reconciliation of FLAIR Central Accounts and researching/preparing accounting corrections.
• Working in various automated accounting and other subsystems, databases, and spreadsheets.
• Reviewing transactions for the agency’s P-Card program to assure adequate support, proper documentation, coding, and payment.
• Preparing account analysis and reports, ensuring accuracy, completeness, and timeliness.
• Maintaining and developing spreadsheets for disbursement-related matters.
• Verifying the need for prior fiscal year encumbrance balances with the Contract Manager and other appropriate staff.
• Correctly classifying payables (A or B) and recording accruals for Carry Forward (CF) in the proper fiscal year.
• Reviewing reports daily to assure transaction accuracy and correcting records as needed.
• Ensuring invoices for all accruals are received and processed prior to the deadline assigned by the department and DFS.
• Recording and verifying that entries to other state agencies are appropriately classed as either expense or Due to/Due from in the General Ledger.
• Supporting the Director of Accounting with various projects, including analysis of information for the Revenue Estimating Conference (REC) and analysis of budgetary authority for vendor fee categories.
• Performing other research and analysis as assigned.
• Ensuring attendance as an essential function of the position.

Benefits

• Approximately 97.5% of the premium for health insurance (Individual (~$8/month) or Family (~$30/month))
• 100% of the premium for individual or family dental insurance
• 100% of the premium for basic life insurance
• Employer contributions to the Pension Plan or Investment Plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED