FISCAL ASSISTANT II - 64002520

State of Florida • Tallahassee, FL

13d • $38,000 - $41,000 • Hybrid

About The Position

This is a highly responsible and specialized fiscal position within the business office of Leon County Health Department (CHD). This position is responsible for processing and analyzing financial information for the purpose of supporting day-to-day operations within the Leon CHD. The position processes and analyzes fiscal information for the purpose of supporting operations functions to include, but not limited to, the processing of invoices for payment of commodities and services received by Leon CHD. This position must develop a thorough knowledge of the health department’s organizational structure and be fully knowledgeable of Federal, State, County and Department of Health law, policies, and procedures governing accounting operations.
This position will serve as the primary contact for the Ariba on Demand (AOD) system to ensure accountability in the purchasing of goods and services on behalf of the CHD. Reconciles invoices with purchase orders and processes invoice reconciliations (IR’s) through AOD by matching invoices with purchase orders, closely examining and analyzing all data for accuracy for submission to the Finance & Accounting section for payment processing. Monitors the status of all purchase orders to maintain records for all back orders and conducts research on overdue purchases. Provide guidance to CHD staff with audit techniques for the processing of invoices for payment on all purchase orders utilizing DOH’s established guidelines and Florida Administrative Codes (FAC). This position will maintain purchase ledgers and regularly reconcile all DOH-Leon invoices via Financial Information System (FIS) to ensure vendor payment. Research vendor payment via the Comptroller’s website when vendor payment hasn’t been received within a timely manner and requests necessary action via state health office, if applicable.
Utilizes DOH fiscal systems to retrieve and audit encumbrance reports to identify outstanding encumbrances. Monitors encumbrance report and notifies appropriate parties on actions needed to close encumbrances. Ensure purchase orders have adequate funding via FLAIR and notify programs for the need to increase funds to sustain the cost of their invoicing through the fiscal year (this will only be for collocated blanket purchase orders that are created and maintained by the fiscal office only).
Creates the bank deposit and the cash transmittal each morning from collection of cash from Leon CHD sites. Certifies cash given by each clerk reconciles with cash collected on HMS, E-Vitals and EHD reports. This position will be the PALM Champion responsible for monitoring Palm and submitting cash transmittals accurately and timely to Central Office. As well as reconciling transmittal reports to FIS to ensure all revenues submitted are being coded correctly and accurately. Inputs revenue invoices (internally and Palm EFT’s) on revenue tracking file so payments can be posted by Billing Hub and tracked appropriately.
Serves as Accountholder in WORKS and ensures accurate coding for payment and is approved timely. Incumbent will also serve as a level 003 accountant approver in WORKS ensuring invoice compliance with DOH’s established guidelines.
Processes journal transfers and special payments through CHERWELL accurately and timely. This position will be over Debit Memos and creating client letters for returned checks utilizing DOH’s established guidelines.Performs other related duties as assigned.

Requirements

• Working knowledge of general accounting and bookkeeping procedures.
• Computer skills necessary to perform accounting work including use of Excel and Word.
• Good mathematical skills.
• Ability to organize workload and maintain adequate records.
• MS Office experience with efficiency with MS Outlook, Excel, and Word.
• Efficiency with state systems: Cherwell, Axiom Pro, AOD, FLAIR, WORKS, FIRS, PALM, TRAIN, and People First.
• Professional and considerate attitude interacting with vendors and coworkers.
• Communicates clearly and effectively.
• Keeps others informed of necessary information.
• Deals effectively with conflict.
• Ability to organize data into logical format for presentation in reports, documents, and other written materials.
• Ability to plan, organize and coordinate work assignments.
• Ability to work independently.
• Ability to learn and communicate effectively, orally and in writing, in English.

Responsibilities

• Processing and analyzing financial information to support day-to-day operations.
• Processing invoices for payment of commodities and services.
• Serving as the primary contact for the Ariba on Demand (AOD) system.
• Reconciling invoices with purchase orders and processing invoice reconciliations through AOD.
• Monitoring the status of all purchase orders and maintaining records for back orders.
• Conducting research on overdue purchases.
• Providing guidance to CHD staff on audit techniques for invoice processing.
• Maintaining purchase ledgers and reconciling DOH-Leon invoices via Financial Information System (FIS).
• Researching vendor payments via the Comptroller’s website.
• Utilizing DOH fiscal systems to retrieve and audit encumbrance reports.
• Monitoring encumbrance reports and notifying appropriate parties.
• Ensuring purchase orders have adequate funding via FLAIR.
• Creating bank deposits and cash transmittals.
• Certifying cash collected reconciles with reports.
• Serving as the PALM Champion for monitoring Palm and submitting cash transmittals.
• Reconciling transmittal reports to FIS.
• Inputting revenue invoices on revenue tracking file.
• Serving as Accountholder in WORKS and ensuring accurate coding for payment.
• Serving as a level 003 accountant approver in WORKS.
• Processing journal transfers and special payments through CHERWELL.
• Handling Debit Memos and creating client letters for returned checks.
• Performing other related 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: Mid Level
• Education Level: No Education Listed