FINANCIAL ADMINISTRATOR - SES - 64029306 1 1 1

Requisition No: 837462 

Agency: Department of Health

Working Title: FINANCIAL ADMINISTRATOR - SES - 64029306 1 1 1

Position Number: 64029306 

Salary:  $75,000 - $82,000 

Posting Closing Date: 09/20/2024 

Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

The incumbent if part of a global public health organization and is expected to support the Florida Department of Health in Polk County Health Department and Hardee County Health Department.  in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

Your Specific Responsibilities:

Supervises direct reports including motivating, training, providing guidance, and direction.  Develops expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.  Maintains vacation and work schedules to ensure proper coverage and completes timesheets.  Ensures all staff complete required training and are offered additional training.   

Supervisory Statement:  This individual will be responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, Planning and directing their work, approving leave, and taking disciplinary action as appropriate. This is a highly responsible administrative and professional accounting/fiscal position reporting to the Assistant Director of the Florida Department of Polk CHD. The incumbent functions as a finance and accounting/business manager responsible for planning, directing, organizing, supervising, and coordinating the financial functions.  These functions include accounts payable, accounts receivables, and budget.  The incumbent administers state and federal laws, rules, and regulations pertaining to fiscal activities of the department.  Polk CHD and Hardee CHD service area includes a diverse population of over 600,000 people with a public health department combined budget exceeding $25 million and over 400 FTE’s.  This position may serve clients that speak only Spanish, Creole, or other languages.  It may require performance of interpreter duties, if bilingual, or implementation of the Department’s Limited English Proficiency Plan.

Plans, directs, and coordinates the financial activities of the Polk CHD and Hardee CHD, including the receipt, disbursement, reconciliation, budgetary control, and accountability for all funds.  Works to ensure compliance with state and federal laws, rules, regulations, and agency policies and procedures pertaining to all the finance/ accounting and budgetary activities of the Polk CHD and Hardee CHD. Implements the state’s accounting procedures manual to ensure efficient fiscal operation of the Polk CHD and Hardee CHD.  Develops and implements systems of accounts and budgetary control.  Identifies and implements internal control policies and procedures at various sites.   Coordinates and directs the preparation of complex financial and regulatory reports required by law, rules, or regulations, including but not limited to monthly spending plans, Polk CHD and Hardee CHD end-of-year financial statements, and financial reports monitoring current and forecasted financial status.  Analyzes and interprets financial data and prepares recommendations for Office of Director.  Submits reports and analysis of data with recommendations to Office of Director and Department of Health within stated timeframes.  Provide on-going training and technical assistance to supervisors, division directors, and other staff as appropriate.  Directs or assists in internal and external audits as required.  Manages all fee collection activities and monitors the petty cash fund.

Actively represents Polk CHD at community events and community meetings participating in workgroups or committees promoting the DOH vision and mission. Compiles professional reports and presentations presenting public health in a positive tone as requested.  Encourages community members and the public at large to adopt an active healthy lifestyle.  Reports on community involvement and relationship/benefit to moving the cause of public health forward.

Actively leads/participates in operational workgroups and committees outside of finance to determine efficiencies and effectiveness to be gained by process improvements to processes within Polk CHD.  May require working in various operational areas to complete an understanding as to services provided and how those services are provided within the community.  Works closely with QA in implementing quality improvement tools into operational areas.

Directs the fiscal (accounts payable) unit in correct and accurate processing and payment of all invoices to vendors and all employee travel vouchers within the timeframes established by F.S. and the F. A. C.  Monitors compliance of accounts payables and P-card transactions.  Implements the state’s accounting procedures manual to ensure efficient fiscal operation of the Polk and Hardee CHD.  Manages all fee collection activities and monitors the petty cash fund.  Develops and implements systems of accounts and budgetary control.  Identifies and implements internal control policies and procedures.  Works with others to ensure that adequate internal controls are maintained in all sites.  Implements corrective action plans to solve problems. 

Directs the billing (accounts receivable) unit of the Polk CHD and Hardee CHD through the unit supervisor as follows:  Ensures appropriate accounting and administrative procedures are followed in invoice payment, revenue collections and billing Medicaid, Medicare, other third-party payers, and self-pay clients.  Ensures collection of revenues are accurately tracked, reported, and maximized.  Reviews collection reports to ascertain status of collections and balances outstanding. Oversees compliance issues related to accounts receivables.  Coordinates preparation of the annual write off of delinquent accounts receivables and submits for approval.  Evaluates effectiveness of current collection policies and procedures and directs improvements.  Works with other clinical divisions to ensure efficient, streamlined billing processes are maintained.  Prepare weekly & monthly financial reports for management as requested. 

Directs the budget unit of the Polk CHD and Hardee CHD. Coordinates with the division directors, health department director and assistant director to plan, prepare, and manage the annual operating budget of the Polk CHD and Hardee CHD.  Analyzes monthly budget reports in FIRS and report issues of concern to management.  Provides technical assistance to program managers in managing their budget.  Prepares the annual comprehensive budget amendment to the state Department of Health.  Directs, controls, monitors and reports on expenditures of approved operational funds.  Ensures all FLAIR reconciliations are performed in a timely manner.  Approve all purchase orders for the business office and provides budgetary sign off for the department’s personnel actions.  Prepare and submit the department’s cost-based reimbursement report at the scheduled time each year.

Contract Administration Serves as Contract Administrator for Polk CHD and Hardee CHD.  Ensure contracts meet requirements of DOHP 250-14-12, including coordinates contract numbering, maintains appropriate contract log and assures proper review of contracts.

Core Contract Develops the Polk CHD and Hardee CHD core contract with local Board of County Commissioners and the Florida Department of Health, with input from division directors and the Office of the Director.  Monitors contract management reports on quarterly basis, reviews with Office of the Director for compliance and responds as needed to the Board of County Commissioners and state health office.  Ensures division directors and program managers understand the contract and facilitates the use of the contract management reports.

Other

• Serves as the Finance/Administrative Section Chief in the Polk CHD and Hardee CHD incident command structure during times of disaster or emergencies. Serves  as PCHD system administrator for RDS. Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed. 

• Serves as Information Custodian for the business office for assigned information sets: maintaining the confidentiality for the information in accordance with state and federal statutes, rules, regulations and DOH Information Security Policies, Protocols and Procedures, in accordance with Protocol; Security – 3, V, Section 1-3.

• Complies with and, when applicable, monitors compliance with the mandatory requirements in Section 215.422 Florida Statutes, and Chapter 3A-24, FAC regarding payment of invoices.

Required Knowledge, Skills, and Abilities:

Knowledge of:  Advanced accounting principles, practices and procedures, financial planning principles, principles and practice of supervision and management, principles of budget preparation and administration, financial reporting, Principles and techniques of effective communication, Methods of data collection, mathematics, Computer use – Microsoft Office – Word, Excel, PowerPoint, Access;

Skills in: Decision making, Problem solving, critical thinking, Computer software use - Microsoft Office – Word, Excel, PowerPoint, Access, Public speaking and presentations, Writing and developing written financial reports, Time management, Active listening, Mathematics, human resource management

Abilities to: Collect, evaluate, and analyze data relating to financial program functions, Organize data into a logical format, Compose correspondence, Solve problems and make decisions, Work independently, Understand and apply rules, regulations, policies and procedures relating to budget, finance and accounting functions, Formulate policies and procedures, Prepare and administer budgets, Prepare financial statements and reports, Analyze and interpret accounting data, Prepare and maintain accounting records, Plan, organize, supervise, coordinate, and evaluate work activities of others, Communicate effectively, Establish and maintain effective working relationships with others, Provide consultation and advice to others.

Qualifications: 

• Preferred: Bachelor's degree in Finance, Business, Accounting or related field from an accredited college or university and 5 years of experience in a Business related profession or Master's degree in Business Administration, Finance, Accounting or related field from an accredited college or university. 

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:

Bartow, FL

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, 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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. 

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.

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.

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.

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.