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FINANCIAL ANALYST - 36000221

Date: Dec 5, 2017

Location: TALLAHASSEE, FL, US, 32301

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Requisition No: 25426 

Agency: Department of Lottery

Working Title: FINANCIAL ANALYST - 36000221

Position Number: 36000221 

Salary:  $37,734.96- $74,909.15 

Posting Closing Date: 12/15/2017 

GENERAL DESCRIPTION:

This is a professional accounting position of significant scope and complexity, requiring independent judgment while performing technical, analytical/accounting and customer service functions relating to the payment of vendors, other state agencies and reimbursements.  Primary duties require this position to identify and process contract invoices and reimbursements in a timely manner; in compliance with agency policy and procedures, State laws, Florida Statutes, and applicable rules and regulations of the State Comptroller regarding the disbursement of State funds. Under the general supervision of the Financial Transactions Supervisor, the incumbent assigned to this position is responsible for carrying out the duties described below for Financial Transactions.  Section 215.422, Florida Statutes, the Prompt Payment Law, provides for the timely approval and processing of vendor invoices and reimbursements due to employees.  If not timely paid, interest shall be paid upon payment of an invoice or reimbursement thereto.  The time requirements of this section are mandatory and must be clearly understood. 

 

This individual must have strong communication skills, both oral and in writing.  Files and correspondence must be documented and contain details sufficient to meet the needs of the agency and internal/external audits.  Additionally, this position must work daily in the State’s automated accounting system (FLAIR) and other internal systems housed at the Florida Lottery.

 

*** THIS POSITION WILL BE FILLED AT/ NEAR THE MINIMUM SALARY. ***

 

ESSENTIAL DUTIES: (Note: The omission of specific statements does not prevent management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

Audit Review Functions

  • In accordance with establish procedures, is responsible for auditing and processing reimbursement and disbursement requests for contracts, and when needed purchase orders, direct payments, VISA- Purchasing Card (PCard), Journal Transfers (corrections, and payments to other state agencies), Individual Reimbursement and/or Voucher for Reimbursement of Traveling Expenses.  Payments must be in compliance with Florida Statutes, departmental policies, and the Bureau of Auditing rules and regulations. 
  • Responsible for preparing invoices, along with all supporting document for prize payments out of the Future Prize Payment account of Florida Lottery in accordance with established rules and procedures.
  • Responsible for reviewing purchase orders and/or two-signature contracts; assuring that all details are accurately recorded in the Florida Accountability Contract Tracking System (FACTS).  Prior to submission of the payment request to DFS, is responsible for assuring that FACTS is accurately completed by the Contract Manager or his/her designee.
  • Reconciles payments and encumbrances monthly, to assure that the FLAIR and other subsystems accurately reflect payments made by the agency.  This is critical as Transparency Florida ensures accountability to Floridians around the state.
  • Responsible for accurately coding and updating encumbrances and payables in the Florida Accounting Information Resource (FLAIR).
  • Prepares written correspondence to vendors and Lottery staff documenting disbursement related issues. 
  • Codes and updates encumbrances and payables with attention to organization codes, object codes, general ledger codes and categories. 
  • Upon the absence of the Financial Transactions supervisor, is the authorized signature for disbursements, warrant reissues and cancellations.
  • Monitors invoices received in Financial Transactions for compliance to the Prompt Payment Law. Prepares correspondences and documents payment issues with vendors or internal Lottery employees to support of efforts made to meet Prompt Payment Compliance.
  • Provides guidance and direction to staff and customers regarding the discrepancies discovered in the pre-audit of disbursement request.  Additionally, notifies approvers of changes implemented by the State CFO.
  • Performs special projects related to departmental goals and objectives.  Effectively communicates with management to aid in the meeting of Department's goals and objectives.
  • Performs other related duties as appropriate or as assigned by supervisor or management.
  • Maintain accurate and complete records
  • Notifies Lottery staff of changes in State rules, regulations and laws. 
  • Drafts and/or assists in preparing/updating policies and procedures as changes are made by the agency or DFS. 
  • In order to meet Prompt Payment requirements, communicates directly with vendors, Lottery employees and other governmental agencies, documenting steps taken to resolve payment issues. 
  • Responsible for the scanning all payment requests submitted to DFS; to include the invoice, supporting documentation, communication from DFS regarding returns or rejections, along with correspondence with vendors related to invoicing issues that had effect on prompt payment.
  • The Lottery has occasion when payments are made to vendors or employees, however, a full or partial amount is to be reimbursed from a third party.  Responsible for providing invoices and supporting documentation to Cash Management; documentation payment files with the date information was provide.
  • Maintains records concerning job related activities and recommends changes to improve the work environment with particular emphasis on productivity and efficiency.  
  •  Maintains and adheres to all internal controls directed by the agency.

 

Accounting analysis and reconciling activities

  • Reviews and verifies FLAIR encumbrances and payables monthly to assure the availability of budget.
  • Responsible for providing monthly reconciliation to management on/or prior to the15th of each month.   Prepares and enters accounting entries necessary to correct any items found during this process. Reconciling dates may vary from time to time depending on the needs of the Lottery. 
  • Has the knowledge to perform the reconciliation of between FLAIR Central Accounts.   Researches, prepares and enters accounting corrections necessary to correct problems found during the review. 
  • Is required to use technical and professional accounting experience to work in the various automated accounting and other subsystems, data bases and spreadsheets maintained by the state and/or the agency. 
  • This individual is required to be familiar with the agency’s P-Card program and procedures and in the absence of staff, reviews transactions to assure adequate support of the charge is received and the transaction was appropriately documented, coded and paid.
  • Prepares account analysis and reports, as assigned.  Ensures reports are accurate, complete and timely submitted. Maintains and develops various spreadsheets for disbursement related matter, as assigned

 

Certified Forward Process and Year-end activities

  • Verify with Contract Manager and other appropriate staff to determine the need for all prior fiscal year encumbrance balances. 
  • Based on conversation with staff, correctly classify payables (A or B) and record accruals for Carry Forward (CF) in the proper fiscal year to meet deadlines of the agency and the State of Florida.
  • Reviews reports daily to assure that transaction were properly recorded.  Corrects records as needed.
  • Assures that invoices for all accruals are received and processed prior to the deadline assigned by the department and DFS (currently September 30).
  • Records and verifies that entries to other state agencies are appropriately classed as either expense or Due to/Due from in the General Ledger (31100 versus 35300).

 

Research and Analysis

  • This position is responsible for supporting the Director of Accounting in with various projects including, but not limited to analysis of information for the Revenue Estimating Conference (REC) and analysis of budgetary authority for vendor fee categories to ensure that sufficient budget authority is given when actual sales exceed projections by the REC.
  • Other research and analysis as assigned.

 

Attendance

  • Attendance is an essential function of this position.

 

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of routine office procedures and practices.
  • Knowledge of general routine business correspondence.
  • Knowledge of generally accepted accounting principles, practices, and procedures.
  • Knowledge of Chapter 215.422, F.S. – The Prompt Payment Law
  • Knowledge of general purchasing guidelines and rules related to thresholds, procurements and major procurements.
  • Ability to prepare and maintain a variety of accounting records.
  • Ability to analyze, research, report and interpret accounting data.
  • Ability to understand and apply the appropriate rules, regulations, policies and procedures relating to an accounting program.
  • Ability to work independently, and to solve problems and make decisions.
  • Ability to handle detailed work activities and assignments within a complex automated accounting system.
  • Ability to establish and maintain effective business working relationships with others.
  • Ability to determine work priorities and ensure proper completion of work assignments.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to follow and perform activities as requested per written and verbal communication.
  • Ability to prepare financial reports and reconciliation reports.
  • Ability to use Microsoft Office software products including WORD and EXCEL.
  • Ability to maintain confidentiality.
  • Skilled in the use of an integrated accounting system.

 

MINIMUM QUALIFICATIONS:

Four (4) years of professional accounting experience that includes the handling of financial records resulting in the generation of financial statements.

 

An associate's or bachelor's degree from an accredited college or university with a major in business, accounting, finance or a related field of study may substitute for the required experience on a year for year basis.

 

OTHER JOB-RELATED REQUIREMENTS FOR THIS POSITION:

Successful passing of a criminal background check (state, local, and national) is required). 

 

Maintains strict confidentiality of information learned while working with the Florida Lottery, whether learned through assigned duties or through working with other units.  The types of confidential information may include, but are not limited to, payroll information, budget information, policy decisions, tax matters, employee disciplinary issues, and other personnel data.

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.


Nearest Major Market: Tallahassee