FISCAL ASSISTANT I - 64058508

State of Florida • Saint Petersburg, FL

11d • Onsite

About The Position

This is a highly responsible administrative and professional position in the Finance and Accounting section in the Division of Administrative Services. Acts as initial point of contact with management, staff, outside the agency including state and local officials, public and private agencies and individuals. Serves as a phone operator for finance, directing calls to the correct person or appropriate department.

Requirements

• Knowledge of mathematical principles, and quantitative analysis techniques.
• Knowledge of office procedures and practices.
• Knowledge of administrative and clerical procedures and systems.
• Knowledge of the methods of data collection.
• Knowledge of government regulations, executive orders, agency rules.
• Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently, Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to work with software programs including Word and Excel.
• Ability to inspect and evaluate the quality of products.
• Ability to maintain bookkeeping records and inventories.
• Ability to communicate effectively with others in writing as indicated by the needs of the audience.
• 1 year of experience in Microsoft Office applications (Outlook, Word, Excel)
• 1 year in an office setting experience
• Valid Florida's Driver license

Nice To Haves

• 3 or more years in an office setting experience
• 3 or more years of experience in Microsoft Office applications
• 1 year experience in accounts payable (AP) systems, including entering and tracking invoices

Responsibilities

• Receives and distributes the Division of Administrative Services incoming and interoffice mail and packages including invoices, letters and cashier audit paperwork ensuring all financial information is date stamped and distributed to appropriate program or department. Ensure mail is delivered and retrieved from mail room twice a day.
• Completes daily check log ensuring all checks and credit card payments are individually tracked, logged and transferred to depositor as established in the Cash Handling Local Operating Procedure 029.
• Receive, log and track vendor checks (Warrants) and Electronic Funds Transfer (EFT) ensuring each check or EFT is accurately logged and mailed out to each vendor or contractor including appropriate supporting documentation. Send Explanation of Benefits to selected medical services providers.
• Verify vendor addresses with vendor information that the Billing section has, and the claims forms submitted to ensure warrants are mailed to correct address. Ensure supporting documentation sent with the warrant is complete, if necessary, prepare and send memo with the warrant explaining any split payments made for each invoice. Forwards phone and email queries from vendors relating to payments made, such as but not limited to when mailed out, amount of the warrant, etc. to the Accounts Payable Manager.
• Assist the Specialty Care billers with payment information, and vendor information in My Florida Market Place/Ariba On Demand (MFMP/AOD) Receives, date stamps, and sorts Specialty Care claims. Verifies client’s eligibility in county approved system Medicaid systems and Health Management System (HMS) recording services as needed.
• Assist Accounts Receivable section in posting payments in HMS, assists in creating denial and appeal letters. Assists Specialty Care Providers with payment information when needed.
• Serves as the point of contact for Certified Record Management (CRM) for Finance & Accounting including the compiling of records to be sent to storage and retrieve them when required.
• Performs other duties as required including serving as back-up of Administrative Services Staff Assistant in maintaining conference room calendar, data entry, phone coverage, supply replenishment and other clerical functions.
• At all times, maintain confidential information such as social security numbers, medical documents, and other confidential data in a secure manner. Respects the confidentiality of personnel-related issues by not discussing with unauthorized staff. Ensure discussions held between authorized staff cannot be overheard by unauthorized staff. Reports suspected breaches of security to supervisor immediately.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed