FINANCIAL SERVICES SUPPORT SPECIALIST - 55003590

State of Florida•TALLAHASSEE, FL

2d•Onsite

About The Position

This position will log all incoming invoices and distribute all payment checks using statewide and agency unique accounting systems. Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. FDOT encourages our team members to grow through engagement, empowerment, training, and professional development. Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses.

Requirements

A high school diploma or its equivalent.
Accounts payable system and payment processing.
Microsoft Word and Excel.
Working on a Personal Computer with a Windows operating system.
Reconciling and analyzing accounting transactions.
Performing work that requires a high level of attention to detail.
Costumer service.
Use sound judgement and work independently.
Work in a team environment with shared tasks.
Work timely and accurately under pressure and handle difficult situations.
Communicate effectively both verbally and in writing, especially in educating costumers.
Candidates must be United States (U.S.) citizens or lawfully authorized alien workers.

Responsibilities

Record, distribute and monitor invoices/accounting documents for payment processing. This includes tasks such as: timely monitoring the receipt of invoices in the Contract Payments in-box; recording invoice data into the Invoice Tracking System (ITS); analyzing spreadsheet data and FLAIR (Florida Accounting Information Resource) accounting records to identify potential duplicate payments; prepare invoice packages for electronic distribution; screen invoices and calculate transaction date to ensure later invoices receive priority processing to meet statutory prompt payment requirements and avoid interest penalties.
Maintain internal control requirements for warrant security and ensure timeliness of delivery in accordance with requirements Section 215.422 Florida Statutes. which includes reconciling the warrants with the payment register and the vendor invoices to ensure that all pertinent information is accurate prior to releasing warrants. Process other warrants that may require special handling as directed.
Research and resolve payment inquiries from vendors and employees; effectively communicate results to requestors by email as well as by telephone; identify recurring issues and report statistical results to management.
Facilitate the control warrant cancellation process. This task includes; logging any incoming warrant cancellation request in the Warrant Cancellation spreadsheet; entering the warrant cancellation transaction into FLAIR and ensuring the corresponding approval is completed by an Analyst or the Quality Assurance Manager; destroying the cancelled warrant (if applicable) with witness, maintaining the warrant cancellation request form and any supporting documentation in the Warrant Cancellation file.
Process all standard and electronic mail for Financial Services which includes date stamping of all invoices and other documents received. Analyze payment documents to determine transaction date as defined by Section 215.422 F.S. Sort invoices in accordance with office requirements and stage them in the unpaid invoice file.