FISCAL ASSISTANT I - 64058843

State of Florida • Brooksville, FL

4d • Onsite

About The Position

This position is responsible for reviewing and processing invoices for payment, maintaining voucher files, tracking outstanding warrants, and ensuring prompt payment of invoices within state guidelines. The role involves approving Health Department Purchasing Card charges, ensuring documentation is complete, and performing monthly purchasing card reconciliations. The Fiscal Assistant will coordinate with vendors and staff to resolve payment issues, prepare state and/or county insurance, telephone, and internet payments, and enter transactions into FLAIR or FLPALM. Confidential information must be redacted according to HIPAA. The position requires reviewing vendor statements and invoices for accuracy, researching discrepancies, and completing monthly encumbrance reconciliations. Additionally, it involves performing quarterly cash audits, completing annual pharmacy audits as part of a team, and maintaining copier and printer inventory and reporting. The role also includes submitting travel reimbursements, ensuring compliance with travel policies, and acting as a STMS Champion. The Fiscal Assistant will serve as the Cell Property Custodian for mobile devices, requiring attention to detail, adherence to policy, and chain-of-custody protocols. The position also involves mail processing, distribution, and taking mail to the Post Office. Attendance at meetings and mandatory training is required, along with participation in staff meetings, in-service training, and professional development activities.

Requirements

• One year of experience in Accounts Receivable or Accounts Payable.
• Working Knowledge of FLAIR/FLPALM
• Knowledge of accounting principles, practices, and procedures.
• Knowledge of the methods of data collection
• Ability to Plan, organize and coordinate work assignments.
• Ability to work with minimal supervision.
• Ability to establish and maintain effective working relationships with others.
• Ability to collect, analyze and interpret accounting data.
• Ability to work in a team environment.
• Ability to utilize problem solving techniques.
• Ability to prepare financial statements and reports.
• Ability to reconcile balance sheet accounts.
• Ability to understand and apply rules, regulations, policies, and procedures relating to an accounting program.
• Ability to prepare and maintain a variety of accounting records.
• Ability to communicate effectively.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• One year of experience in Data Entry.
• One year of experience working in an office setting.

Responsibilities

• Reviews and processes all DOH-Hernando invoices for payment following established procedures.
• Maintains voucher files, tracks all outstanding warrants, and follows up ensuring prompt payment of all invoices within state guidelines.
• Reviews codes and approves at Accountant Level all Health Department Purchasing Card charges in WORKS system.
• Ensures all documentation is available and complete for the appropriate voucher file and the purchasing card holders WIORKS submissions.
• Completes monthly purchasing card reconciliations as requested by Tallahassee p-card office.
• Coordinates with vendors and staff members in the resolution of problems and questions to process payments.
• Makes copies of all OCO purchases.
• Acts as WORKS (p-card) Champion for DOH-Hernando.
• Responsible for checking pending vouchers daily, to verify compliance with time frames set in policy, verifies number of days pending, status of the voucher, etc., monitoring, acting as needed and keeps Grants Specialist Supervisor ll informed of status.
• Prepares state and/or county insurance payments, telephone and internet payments.
• Enters transactions into FLAIR or FLPALM including but not limited to TR's 30, 58, 51, 70, 6, and 20, as requested ensuring all documentation, coding forms, etc. are maintained in appropriate files for audits.
• Ensures that all confidential information is redacted as required by HIPAA on all billing documentation requiring such confidentiality.
• Reviews Statements and invoices from vendors, to ensure ending balances are accurate per DOH-Hernando records and researches any discrepancies.
• Completes monthly encumbrance (accounting system) reconciliations of outstanding requisitions and purchase orders.
• Completes quarterly unannounced cash audits of all cash drawers.
• Submits documentation to Central Offices a minimum of one (1) week prior to the end of each quarter.
• Completes, as a part of a team, the annual pharmacy audit.
• Maintains copier & printer inventory.
• Performs monthly copier & printer reporting for invoicing.
• Reports to Grants Specialist Supervisor ll and Administrative Services Director routinely on status of copier leases.
• Submits travel reimbursements for DOH-Hernando Personnel, ensures compliance with travel policies, and ensures all documentation, justifications, and support verification is attached to support payment.
• Acts as STMS Champion and completes required training for travel.
• Mentors DOH Hernando staff in correct travel reimbursement requirements.
• Serves as the Cell Property Custodian for DOH-Hernando to oversee the obtaining, receipt, custody, and disposition of all mobile devices.
• Serve as a key holder for receiving room, co-lead in processing, opening, and distributing US mail and courier mail.
• Distribute daily mail.
• Take mail to Post Office.
• Attend all meetings and mandatory training.
• Other related duties as required.
• Attends and participates in staff meetings, in-service, training seminars, and other professional and staff development activities.

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