FINANCIAL MANAGER I - 64029237

State of Florida-posted 4 days ago
Full-time • Mid Level
Onsite • Saint Petersburg, FL
1,001-5,000 employees
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This is a professional accounting position that oversees the Accounts Payable functions and reporting of 5 direct reports and supervises the daily activities of the of the Disbursement section of the Finance office within the Florida Department of Health in Pinellas County. Responsible for complying with rules and policies relating to Accounts Payable including processing invoices via the My Florida Market Place (MFMP) Ariba on Demand (AOD) system, processing invoices within the allowable timeframe, providing divisions with encumbrance information, providing training and guidance as needed.

  • Reviewing daily the vouchers completed by staff for accuracy and taking appropriate action when errors are identified.
  • Reviewing FLAIR/SAMAS voucher screen to verify status of pending vouchers and contacting Department of Financial Services as needed. Determining reasons for rejected vouchers and taking necessary action to correct the transaction, ensuring errors are not repeated by the Agency staff. Ensuring timely resubmission of the corrected voucher. Ensuring compliance to the 20-day period to submit the voucher authorizing payments of the invoices and reviewing monthly status reports on Prompt Payment Compliance and monthly voucher processed numbers and take appropriate action to ensure compliance.
  • Monitors daily MFMP/AOD system for invoice matching, exception handling and invoice reconciliation duties for staff.
  • Responsible for ensuring all rules, policies and regulations impacting Accounts Payable are understood by staff; any updates are communicated in a timely and comprehensive manner, adequate training is provided when needed.
  • Reconciling and updating vendor logs with the outstanding encumbrance balances in FLAIR/SAMAS. Corrects the differences to reflect the actual outstanding balances.
  • Overseeing travel process and coordinating travel training for the agency as required. Create and implement a travel tracking/training project which will involve obtaining, reviewing, and tracking travel rejection report data from STMS in order to learn and educate travelers, preparers, and supervisors where problem areas are consistently occurring and how to prevent them. Also, forming a committee of travel experts, trouble-shooting staff and developing all-encompassing travel training, best practices, and “Do’s and Don’ts” for travel (STMS authorization and reimbursement trip forms, mileage trip logs, policy/procedures, etc).
  • Providing support to field staff and vendors on questions regarding invoices, travel, MFMP, and/or P-card transactions. Ensuring compliance to the 10-day p-card approval process. Review monthly p-card compliance report and take appropriate action to ensure compliance.
  • Coordinating the preparation and distribution of the monthly encumbrance balance to each Division Director by the 5th of the following month.
  • Coordinating Year End and Certified Forward Accounts Payable process; enters information into the Financial Statement system in a complete, timely and accurate manner as per year end timeline.
  • Responsible for coordinating electronic record keeping of Accounts Payable information from the file room to the storage site offsite. Coordinates requests of stored Accounts Payable information as needed. Acting as the Information Custodian for Accounts Payable.
  • Setting up and reviewing of Agency wide manual encumbrance balances for the fiscal year.
  • Processing and auditing invoices to be paid (including travel vouchers) for accuracy of amounts, completeness of supporting documents, and in accordance to established rules, policies and regulations. Matching of vendor invoices with purchase orders and receiving reports. Verifying organization codes, object codes, vendor numbers, dates of approval for payment, and mathematical calculations. Create and implement an invoice improvement project to develop a corrective action plan to prevent invoice errors and improve monthly/quarterly prompt payment compliance results.
  • Printing of voucher schedules and assembling them according to the standards set up by the Comptroller. Reviewing of the vouchers for completeness and accuracy and taking appropriate action when errors are identified.
  • Responsible for overseeing and acting as accountant in the Purchasing Card system; Print reports from Report Distribution system (RDS) to verify encumbrance and certified forward balances and printing biweekly payroll report.
  • Maintaining and updating of cell phone billing verification system and mobile devices bill approvals and perform other related duties as assigned.
  • High school diploma is required
  • Proven experience in accounts payable management, with a minimum of 2 years of relevant experience
  • Experience in a supervisory or managerial position
  • Ability to analyze and interpret accounting data, to understand and apply applicable rules, policies and procedures related to accounting functions.
  • Ability to work independently, to communicate effectively verbally and in writing.
  • Supervisory skills, ability to determine work priorities and to ensure proper completion of work assignments.
  • Ability to establish and maintain effective working relationships with staff and outside providers.
  • Determining how money will be spent to get the work done, and accounting for these expenditures
  • Knowing how to find information and identifying essential information
  • Looking at many indicators of system performance, taking into account their accuracy
  • Using logic and analysis to identify the strengths and weaknesses of different approaches
  • Determining when important changes have occurred in a system or are likely to occur
  • Developing an image of how a system should work under ideal conditions
  • Developing approaches for implementing an idea
  • Adjusting actions in relation to others' actions
  • Communicating effectively with others in writing as indicated by the needs of the audience
  • Motivating, developing, and directing people as they work, identifying the best people for the job
  • Understanding written sentences and paragraphs in work related documents
  • Managing one's own time and the time of others
  • Identifying the things that must be changed to achieve a goal
  • Knowing how to find information and identifying essential information
  • Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data
  • Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
  • Knowledge of numbers, their operations, and interrelationships including one or more of the following:  arithmetic, algebra, geometry, calculus, statistics, and their applications
  • Knowledge of policies and practices involved in personnel/human resource functions
  • Bachelor’s degree in Accounting, Finance or a related field preferred
  • Annual and Sick Leave benefits
  • Nine paid holidays and one Personal Holiday each year
  • State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
  • Retirement plan options, including employer contributions
  • Flexible Spending Accounts
  • Tuition waivers
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