FINANCIAL MANAGER I - 64029237

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This is a professional accounting position that oversees the Accounts Payable functions and reporting of 5 direct reports and supervises the daily activities of the of the Disbursement section of the Finance office within the Florida Department of Health in Pinellas County.  Responsible for complying with rules and policies relating to Accounts Payable including processing invoices via the My Florida Market Place (MFMP) Ariba on Demand (AOD) system, processing invoices within the allowable timeframe, providing divisions with encumbrance information, providing training and guidance as needed.

Directly responsible for:

Reviewing daily the vouchers completed by staff for accuracy and taking appropriate action when errors are identified.

Reviewing FLAIR/SAMAS voucher screen to verify status of pending vouchers and contacting Department of Financial Services as needed. Determining reasons for rejected vouchers and taking necessary action to correct the transaction, ensuring errors are not repeated by the Agency staff.  Ensuring timely resubmission of the corrected voucher. Ensuring compliance to the 20-day period to submit the voucher authorizing payments of the invoices and reviewing monthly status reports on Prompt Payment Compliance and monthly voucher processed numbers and take appropriate action to ensure compliance.

Monitors daily MFMP/AOD system for invoice matching, exception handling and invoice reconciliation duties for staff.

Responsible for ensuring all rules, policies and regulations impacting Accounts Payable are understood by staff; any updates are communicated in a timely and comprehensive manner, adequate training is provided when needed.

Reconciling and updating vendor logs with the outstanding encumbrance balances in FLAIR/SAMAS.  Corrects the differences to reflect the actual outstanding balances. 

Overseeing travel process and coordinating travel training for the agency as required. Create and implement a travel tracking/training project which will involve obtaining, reviewing, and tracking travel rejection report data from STMS in order to learn and educate travelers, preparers, and supervisors where problem areas are consistently occurring and how to prevent them.  Also, forming a committee of travel experts, trouble-shooting staff and developing all-encompassing travel training, best practices, and “Do’s and Don’ts” for travel (STMS authorization and reimbursement trip forms, mileage trip logs, policy/procedures, etc).

Providing support to field staff and vendors on questions regarding invoices, travel, MFMP, and/or P-card transactions. Ensuring compliance to the 10-day p-card approval process. Review monthly p-card compliance report and take appropriate action to ensure compliance.

Coordinating the preparation and distribution of the monthly encumbrance balance to each Division Director by the 5th of the following month.

Coordinating Year End and Certified Forward Accounts Payable process; enters information into the Financial Statement system in a complete, timely and accurate manner as per year end timeline.

Responsible for coordinating electronic record keeping of Accounts Payable information from the file room to the storage site offsite. Coordinates requests of stored Accounts Payable information as needed. Acting as the Information Custodian for Accounts Payable.

Supervises the following tasks:

Setting up and reviewing of Agency wide manual encumbrance balances for the fiscal year. 

Processing and auditing invoices to be paid (including travel vouchers) for accuracy of amounts, completeness of supporting documents, and in accordance to established rules, policies and regulations.  Matching of vendor invoices with purchase orders and receiving reports. Verifying organization codes, object codes, vendor numbers, dates of approval for payment, and mathematical calculations.  Create and implement an invoice improvement project to develop a corrective action plan to prevent invoice errors and improve monthly/quarterly prompt payment compliance results.

Printing of voucher schedules and assembling them according to the standards set up by the Comptroller.  Reviewing of the vouchers for completeness and accuracy and taking appropriate action when errors are identified.

Responsible for overseeing and acting as accountant in the Purchasing Card system; Print reports from Report Distribution system (RDS) to verify encumbrance and certified forward balances and printing biweekly payroll report. 

Maintaining and updating of cell phone billing verification system and mobile devices bill approvals and perform other related duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

• Ability to analyze and interpret accounting data, to understand and apply applicable rules, policies and procedures related to accounting functions. 
• Ability to work independently, to communicate effectively verbally and in writing. 
• Supervisory skills, ability to determine work priorities and to ensure proper completion of work assignments. 
• Ability to establish and maintain effective working relationships with staff and outside providers.
• Determining how money will be spent to get the work done, and accounting for these expenditures
• Knowing how to find information and identifying essential information
• Looking at many indicators of system performance, taking into account their accuracy
• Using logic and analysis to identify the strengths and weaknesses of different approaches
• Determining when important changes have occurred in a system or are likely to occur
• Developing an image of how a system should work under ideal conditions
• Developing approaches for implementing an idea
• Adjusting actions in relation to others' actions
• Communicating effectively with others in writing as indicated by the needs of the audience
• Motivating, developing, and directing people as they work, identifying the best people for the job
• Understanding written sentences and paragraphs in work related documents
• Managing one's own time and the time of others
• Identifying the things that must be changed to achieve a goal
• Knowing how to find information and identifying essential information
• Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data
• Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
• Knowledge of numbers, their operations, and interrelationships including one or more of the following:  arithmetic, algebra, geometry, calculus, statistics, and their applications
• Knowledge of policies and practices involved in personnel/human resource functions

MINIMUM QUALIFICATIONS:

• High school diploma is required
• Proven experience in accounts payable management, with a minimum of 2 years of relevant experience
• Experience in a supervisory or managerial position

PREFERRED

• Bachelor’s degree in Accounting, Finance or a related field preferred

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Department of Health in Pinellas county: 205 Dr MLK Jr Street N, St. Petersburg FL 33701

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• 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

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.  Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.