FISCAL ASSISTANT II - 64051804

State of Florida

2d • Onsite

About The Position

This position reports to the Public Health Services Manager I-SES in the Finance and Accounting (F&A) Department of the Santa Rosa County Health Department (SRCHD). Position is responsible for essential accounting, fiscal, clerical functions and administrative support to the F&A Department. Duties are performed in compliance with all policies and procedures as outlined by Florida Statute, Administrative Code, department policies, and accounting procedures manuals. Maintains confidentiality of all information in the performance of duties. Responsible for analyzing and coordinating the logistical functions of purchasing, receiving, storing, and issuing materials, equipment, and other items. Serves as the purchasing contact for My Florida Market Place (MFMP) for the F&A Department to ensure accountability in purchasing of goods and services. Responsible for receipt of all merchandise logs and maintains all receiving reports, documents and packing slips. Reconciles invoices with purchase orders and assists with processing invoice reconciliations (IR’s) through MFMP by matching invoices with purchase orders, closely examining and analyzing all data for accuracy for submission to the F&A Department for payment processing. Monitors the delivery status on all purchase orders to maintain records for all backorders and performs research on overdue purchases.
Prepares all accounts receivable activities. Maintains SRCHD miscellaneous accounts receivable log, to include issuing and tracking assigned accounts receivable invoices. Conducts research as needed, disseminates findings to appropriate staff.
Reviews, completes and submits all Advance Payment requests to Central Office.
Prepares travel authorization and reimbursement requests for the Finance and Accounting Department.
Provides clerical and accounting support to the F&A Department by performing a variety of functions. Scanning, electronically labeling and filing of deposits and TR’s. Retrieving EO list, Schedule C, DT Payroll and scanning, electronically labeling, filing and mailing to a select group. Emailing Daily Unreconciled Deposit List, ensuring all deposits are reconciled. Running end of the month reports for postage and copiers.
Purchasing: Works collaboratively with the SRCHD Purchasing Champion and provides support to a variety of purchasing activities. Maintains inventory of office supplies and other routine items for the F&A Department. Responsible for purchasing using the State Purchasing Card and My Florida Market Place for the F&A Department. Complies with all the rules and regulations pertaining to its usage. Complies with mandatory requirements in Sections 215.422, Florida Statues and Chapter 32-24, Florida Administrative Code.
Serves as accountholder in the Works system and ensures payment is approved timely and coded accurately. Responsible for monitoring Palm portal and ensuring all cash transmittals are keyed accurately and timely. Inputs revenue invoices (internally and Palm EFT’s) on revenue tracking file so payment can be posted and tracked appropriately. Processes journal transfers and special payments through AXIOM accurately and timely. Assists in creating and submitting monthly invoices to vendors with active contracts on file.
Fiscal and Administrative Support: Manages and facilitates correspondence and information exchange; answers and routes phone calls and messages, monitors individual and group email accounts. Process incoming and outgoing mail. Supports routine projects of the F&A Department. Assists in development of and prepares a variety of documents and materials including procedures, informational guidance, forms and other internal documents. Scans, sort and maintain fiscal/clerical records and documentation. Assist with maintaining F&A records and the preparation of records dispositions. Assist with coordination of fleet vehicle reservations and maintaining reservations calendar. Conduct reconciliation of daily cash transactions. Prepare and maintain a variety of F&A reports, databases and tracking systems.
Attends trainings or other professional development opportunities and remains abreast of all current policies, procedures, and requirements for the performance of all assigned duties. Attends routine meetings or conference calls for and with the F&A Section, Division of Administration, and all others as applicable. Provides backup support and performs duties in support of any F&A function as needed. Performs all other duties as assigned.

Requirements

• Knowledge of DOH policies and procedures.
• Knowledge of DOH purchasing systems.
• Knowledge of General office principles, procedures, and practices.
• Knowledge of Contract Management/Administrator Certification.
• Knowledge of State of Florida procurement methods and statutes.
• Knowledge of Invoice processing and reconciliations (P-Card Holder).
• Skills in Computer software/system applications (FLAIR, AOD, MFMP, FIS, FIRS, MS Office, WORKS, STMS, etc.).
• Skills in Effective verbal and written communication.
• Skills in Providing customer service to internal and external customers.
• Skills in Problem solving and critical thinking.
• Skills in Time management.
• Ability to Apply guidelines and policies and procedures.
• Ability to Communicate effectively orally and in writing.
• Ability to Handle multiple priorities at once with little to no supervision.
• Ability to Establish and maintain cooperative working relationships with others.
• Ability to Work with details and perform mathematical calculations using a calculator.
• Ability to Train and motivate others.
• Ability to Maintain confidentiality (HIPAA regulations on privacy and security)
• Ability to Work under pressure and adjust to a diverse working environment.
• Ability to Ensure timely completion of activities.
• Ability to Audit data for accuracy and completeness, identify discrepancies, and make corrections.
• Ability to Recognize the validity, authenticity, and propriety of accounting and financial records.
• Ability to Make mathematical calculations, analyze data, resolve problems.
• Ability to Lift, carry, and move objects each weighing approximately 50 pounds.
• Valid Driver’s License
• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
• Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Responsibilities

• Responsible for essential accounting, fiscal, clerical functions and administrative support to the F&A Department.
• Analyzing and coordinating the logistical functions of purchasing, receiving, storing, and issuing materials, equipment, and other items.
• Serves as the purchasing contact for My Florida Market Place (MFMP) for the F&A Department to ensure accountability in purchasing of goods and services.
• Responsible for receipt of all merchandise logs and maintains all receiving reports, documents and packing slips.
• Reconciles invoices with purchase orders and assists with processing invoice reconciliations (IR’s) through MFMP by matching invoices with purchase orders, closely examining and analyzing all data for accuracy for submission to the F&A Department for payment processing.
• Monitors the delivery status on all purchase orders to maintain records for all backorders and performs research on overdue purchases.
• Prepares all accounts receivable activities.
• Maintains SRCHD miscellaneous accounts receivable log, to include issuing and tracking assigned accounts receivable invoices.
• Conducts research as needed, disseminates findings to appropriate staff.
• Reviews, completes and submits all Advance Payment requests to Central Office.
• Prepares travel authorization and reimbursement requests for the Finance and Accounting Department.
• Provides clerical and accounting support to the F&A Department by performing a variety of functions.
• Works collaboratively with the SRCHD Purchasing Champion and provides support to a variety of purchasing activities.
• Maintains inventory of office supplies and other routine items for the F&A Department.
• Responsible for purchasing using the State Purchasing Card and My Florida Market Place for the F&A Department.
• Complies with all the rules and regulations pertaining to its usage.
• Complies with mandatory requirements in Sections 215.422, Florida Statues and Chapter 32-24, Florida Administrative Code.
• Serves as accountholder in the Works system and ensures payment is approved timely and coded accurately.
• Responsible for monitoring Palm portal and ensuring all cash transmittals are keyed accurately and timely.
• Inputs revenue invoices (internally and Palm EFT’s) on revenue tracking file so payment can be posted and tracked appropriately.
• Processes journal transfers and special payments through AXIOM accurately and timely.
• Assists in creating and submitting monthly invoices to vendors with active contracts on file.
• Manages and facilitates correspondence and information exchange; answers and routes phone calls and messages, monitors individual and group email accounts.
• Process incoming and outgoing mail.
• Supports routine projects of the F&A Department.
• Assists in development of and prepares a variety of documents and materials including procedures, informational guidance, forms and other internal documents.
• Scans, sort and maintain fiscal/clerical records and documentation.
• Assist with maintaining F&A records and the preparation of records dispositions.
• Assist with coordination of fleet vehicle reservations and maintaining reservations calendar.
• Conduct reconciliation of daily cash transactions.
• Prepare and maintain a variety of F&A reports, databases and tracking systems.
• Attends trainings or other professional development opportunities and remains abreast of all current policies, procedures, and requirements for the performance of all assigned duties.
• Attends routine meetings or conference calls for and with the F&A Section, Division of Administration, and all others as applicable.
• Provides backup support and performs duties in support of any F&A function as needed.
• Performs all other duties as assigned.

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