FINANCIAL SERVICES SUPPORT SPECIALIST - 55003590

State of Florida•Tallahassee, FL

3d•Onsite

About The Position

The Financial Services Support Specialist works in the Florida Department of Transportation’s Disbursement Operations Office, Contract Payments, and is responsible for distributing payment checks through statewide and agency-specific accounting systems and logging and tracking incoming invoices. The position supports accurate, timely payment processing, warrant security, vendor and employee inquiries, warrant cancellations, audit requests, and mail processing. The role is based at FDOT’s Disbursement Operations Office in Tallahassee, Florida.

Requirements

High school diploma or equivalent.
Knowledge of accounts payable systems and payment processing.
Knowledge of Word and Excel.
Ability to work on a personal computer using a Windows operating system.
Skill in reconciling and analyzing accounting transactions.
Attention to detail.
Customer service skills.
Ability to use sound judgment and work independently.
Ability to work in a team environment with shared tasks.
Ability to work accurately and promptly under pressure and handle difficult situations.
Ability to communicate effectively verbally and in writing, including educating customers.

Responsibilities

Record, distribute, and monitor invoices and accounting documents for payment processing, including logging invoice data in the Invoice Tracking System and preparing invoice packages for electronic distribution.
Review spreadsheet data and FLAIR accounting records to identify potential duplicate payments.
Screen invoices, calculate transaction dates, and prioritize later invoices to meet statutory prompt-payment requirements and avoid interest penalties.
Maintain warrant security and timely delivery by reconciling warrants with payment registers and vendor invoices before release; process warrants requiring special handling as directed.
Research and resolve vendor and employee payment inquiries, communicate findings by email and telephone, and report recurring issues and statistical results to management.
Administer warrant cancellations by logging requests, entering transactions into FLAIR, ensuring required approval, destroying cancelled warrants when applicable with a witness, and maintaining supporting records.
Monitor monthly disbursement control reports, research possible duplicate payments and outstanding warrants, report valid duplicate payments to the appropriate section manager, and contact vendors about unpaid warrants or replacement warrants.
Coordinate responses to internal and external audit information requests by logging, distributing, tracking, collecting, and forwarding requested information.
Process standard and electronic mail for Financial Services, date-stamp received invoices and documents, determine transaction dates, sort invoices, and stage them in the unpaid invoice file.