Program Specialist (OLS Finance and Accounting)

State of Florida•Tallahassee, FL

21h

About The Position

This is professional work supporting the offices of the Florida Legislature and their employees by conducting and/or coordinating a management support function as a Program Specialist in the Office of Legislative Services, Finance and Accounting Office. The role focuses particularly on answering inquiries from district offices and coordinating solutions regarding purchasing and expense reporting, along with other tasks and duties as needed. The Office of Legislative Services provides centralized administrative, management, and support services to the Florida Senate, House of Representatives, and other legislative offices. This position reports to the HousePay Team Lead in the Office of Finance and Accounting.

Requirements

Bachelor’s degree from an accredited college or university with major coursework in accounting, business or public administration, or a related field, and three years of professional experience in accounting, auditing, budgeting, human resources, staff development or training, purchasing, research, analysis, program planning and evaluation, or administrative work; alternatively, qualifying professional experience may substitute for the required college education on a year-for-year basis.
A master’s degree from an accredited college or university in accounting, or in business or public administration, or possession of a Certified Public Accountant (C.P.A.) Certificate, may substitute for one year of the required experience.
Knowledge of the principles, practices, and procedures of accounting, human resources, budgeting, purchasing, staff development, or training.
Knowledge of relevant computer programs, such as MS Outlook, MS Teams, and MS Excel.
Ability to determine work priorities, assign work, and ensure proper completion of assignments.
Ability to communicate effectively verbally and in writing, and to listen actively.
Patient and empathetic attitude; adaptability and flexibility; comfort working in a fast-paced environment.
Ability to work on-call during peak times.
Ability to multitask, prioritize, and manage time effectively.
Ability to establish and maintain effective working relationships.
Ability to formulate policies and procedures and understand and apply related rules, regulations, policies, and procedures.
Ability to work independently, solve problems, and make decisions.
Ability to use tact and exercise good judgment when interacting with Legislators and staff, other agencies, and the public.
Ability to make presentations, promote programs, and coordinate and schedule training classes.

Nice To Haves

Knowledge of State of Florida travel laws and rules.
Knowledge of FLAIR / Florida PALM.
Knowledge of SAP Concur.
Knowledge of Smartsheet.

Responsibilities

Answer calls to the HousePay Team support line, identify callers’ needs, gather information about expense requests, log requests, and communicate them to the appropriate HousePay Accountant.
Answer emails in the HousePay Team shared email inbox, gather and log relevant expense-request information, and communicate requests to the appropriate HousePay Accountant.
Open and date-stamp incoming HousePay Team mail, scan relevant invoices or expense materials, log requests, and distribute mail to the appropriate HousePay Accountant.
Assist clients by troubleshooting, interpreting forms, and answering questions about district HousePay balances.
Assist HousePay Accountants with outreach to districts regarding task completion.
Collaborate with HousePay Accountants on delegated tasks.
Assist with distributing budget and expense reports to districts.
Assist in administering legislative accounting and auditing functions.
Maintain financial and administrative records, monitor budgetary activities, and prepare status reports.
Maintain administrative and purchasing records, monitor activities, and keep status information current.
Assist in establishing and implementing internal accounting controls.
Reconcile year-end records and prepare annual reports.
Analyze problems, research alternatives, and advise staff on administrative-services policy options.
Assist in formulating, interpreting, applying, and ensuring conformance with administrative policies and procedures.
Assess and assist with training needs; establish priorities and guidelines, identify resources, and develop training for Legislators and staff.
Recommend and coordinate computer automation hardware and software purchases and direct installations.
Ensure production of management reports and audits involving fiscal proposals, expenditure data, and break-even analysis for project costing.
Provide information and problem-solving assistance to Legislators, their constituents, and the public.