BUDGET ANALYST - 64049263

State of Florida • Panama City Beach, FL

1d • Onsite

About The Position

This is a responsible fiscal position within the Finance & Budget section of the Florida Department of Health in Bay County (DOH Bay). The incumbent will perform these duties under the supervision of the Finance and Accounting Director I – SES. This incumbent is responsible for several information sets which are confidential in nature and shall comply with all security policies, protocols and procedures in regard to confidential information. The incumbent of this position will come to work and exhibit an attitude of friendliness and eager customer service towards all clients and act respectfully and courteously to fellow employees and clients. The incumbent in this position is responsible for the integrity and confidentiality of data sets under his/her control.

ACCOUNTS PAYABLE
Responsible for ensuring all invoices for payment are processed in accordance with DOH Finance & Accounting Policy and Procedures and proper records management of all expenditures are in place. Reviews and verifies invoices for accuracy before processing for payment. Ensures all invoices are processed within five calendar days and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, FS and Chapter 3A-24 FAC. Acts as accounts payable liaison between DOH Bay and vendors for resolving concerns. Maintains and keeps all vendor files current in accordance with DOH records Management Policy and Procedure. Composes correspondence related to invoice and problem accounts. Oversees and ensures the resolution of expenditure documentation between the DOH Bay and Department of Financial Services. Audits internal reports using FLAIR, FIS and FIRS to ensure integrity of data. Incumbent is responsible to ensure that the DOH Bay Finance & Budget Section meets all applicable reporting deadlines and scoring criteria outlined in the DOH Administrative Snapshot. Operates as a payer and an accountant for purchase card transactions in the Works and reviews data for accuracy before granting approval including backup documentation. Notifies PCard holders when a charge needs to be approved in the Works and provides assistance with the process. Monitors and audits expenditure journal transfers for DOH Bay. Responsible for overseeing monthly expense reallocations. Performs TR51 and TR58 transactions as necessary. Ensures vouchers are printed daily, documentation is added, documentation is scanned for recordkeeping and uploaded to Axiom Pro. Responsible for ensuring warrants for vendors are accurately and timely prepared for mail services. Invoices should be matched to the payment and delivery address clearly identified. Ensures warrant and backup documentation are prepared for support staff to mail timely. Responsible for monitoring encumbrances, determining validity, and increasing or reducing encumbrances when necessary. Provides accounts payable data for fiscal reporting at year-end and for cost reports. Responsible for training staff on all aspects of accounts payable responsibilities. Including but not limited to; MFMP invoice reconciliation processing, MFMP payments, FLAIR payments, FLAIR encumbrances, PCard processing, vouchers, warrants, and all documentation required. Updates and maintains training notes related to accounts payable. Assists the Finance & Accounting Director in the preparation of the Year End Financial Statements. Responsible for maintaining and updating depreciation data for reporting and inventory purposes, including the annual Medicare Cost Base Reimbursement Report.

BUDGET
Analyzes accounting records to determine budget resources available for programs. Provides recommendations for allocation of funding. Analyzes expenses and provides reports to support decision-making for all programs. Prepares revenue and expenditure reports via FIS and FIRS to be used in the budgeting process. Attend budget meetings to support programs as needed. Reviews revenue by OCA and category for variances. Updates budget for accuracy or creates correcting entries as needed. Reviews funding balances of each OCA. Provides data and recommendations for funding concerns. Creates correcting entries when funding is overspent. Updates records in the FIRS Budget Module for the monthly reconciliation process. Reviews budget allocations by category to prevent negative balances. Reviews payroll reallocations for each pay period to ensure accuracy. Notifies employees and managers regarding variances from the established allocations in the budget module. Creates correcting entries for payroll reallocations as needed. Maintains the Collocated Journal Transfer System to ensure collocated OCAs are budgeted and allocated properly. Supports preparation and analysis of the Core Contract process.

ACCOUNTING
Attends weekly meetings with team, along with specific subject matter meetings. Attends bimonthly staff meetings. Attends and completes trainings as necessary for the position. Cell bill verification manager for all users. Pulls cell verification report, sends reminders, updates user information, and provides backup approval when necessary to meet deadlines. Provides support as the Travel Champion by helping staff process travel claims in STMS.

ACCOUNTS RECEIVABLE
Assists team as backup support for backup of accounts receivable duties: preparing daily deposits, monitoring Treasury Reports, clearing deposits, and entering TR30/96 transactions as needed.

All other duties as assigned.

Requirements

• Ability to use computer, copier, mailing machine and Livescan fingerprint software and equipment.
• Efficiency with State systems such as TRAIN and People First.
• Communications skills: Professional and considerate attitude interacting with vendors and coworkers, communicates clearly and effectively; keeps others informed of necessary information; and deals effectively with conflict.
• Must possess a current and valid driver’s license.

Responsibilities

• Ensuring all invoices for payment are processed in accordance with DOH Finance & Accounting Policy and Procedures and proper records management of all expenditures are in place.
• Reviews and verifies invoices for accuracy before processing for payment.
• Ensures all invoices are processed within five calendar days and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, FS and Chapter 3A-24 FAC.
• Acts as accounts payable liaison between DOH Bay and vendors for resolving concerns.
• Maintains and keeps all vendor files current in accordance with DOH records Management Policy and Procedure.
• Composes correspondence related to invoice and problem accounts.
• Oversees and ensures the resolution of expenditure documentation between the DOH Bay and Department of Financial Services.
• Audits internal reports using FLAIR, FIS and FIRS to ensure integrity of data.
• Ensures that the DOH Bay Finance & Budget Section meets all applicable reporting deadlines and scoring criteria outlined in the DOH Administrative Snapshot.
• Operates as a payer and an accountant for purchase card transactions in the Works and reviews data for accuracy before granting approval including backup documentation.
• Notifies PCard holders when a charge needs to be approved in the Works and provides assistance with the process.
• Monitors and audits expenditure journal transfers for DOH Bay.
• Responsible for overseeing monthly expense reallocations.
• Performs TR51 and TR58 transactions as necessary.
• Ensures vouchers are printed daily, documentation is added, documentation is scanned for recordkeeping and uploaded to Axiom Pro.
• Responsible for ensuring warrants for vendors are accurately and timely prepared for mail services.
• Invoices should be matched to the payment and delivery address clearly identified.
• Ensures warrant and backup documentation are prepared for support staff to mail timely.
• Responsible for monitoring encumbrances, determining validity, and increasing or reducing encumbrances when necessary.
• Provides accounts payable data for fiscal reporting at year-end and for cost reports.
• Responsible for training staff on all aspects of accounts payable responsibilities. Including but not limited to; MFMP invoice reconciliation processing, MFMP payments, FLAIR payments, FLAIR encumbrances, PCard processing, vouchers, warrants, and all documentation required.
• Updates and maintains training notes related to accounts payable.
• Assists the Finance & Accounting Director in the preparation of the Year End Financial Statements.
• Responsible for maintaining and updating depreciation data for reporting and inventory purposes, including the annual Medicare Cost Base Reimbursement Report.
• Analyzes accounting records to determine budget resources available for programs.
• Provides recommendations for allocation of funding.
• Analyzes expenses and provides reports to support decision-making for all programs.
• Prepares revenue and expenditure reports via FIS and FIRS to be used in the budgeting process.
• Attend budget meetings to support programs as needed.
• Reviews revenue by OCA and category for variances.
• Updates budget for accuracy or creates correcting entries as needed.
• Reviews funding balances of each OCA.
• Provides data and recommendations for funding concerns.
• Creates correcting entries when funding is overspent.
• Updates records in the FIRS Budget Module for the monthly reconciliation process.
• Reviews budget allocations by category to prevent negative balances.
• Reviews payroll reallocations for each pay period to ensure accuracy.
• Notifies employees and managers regarding variances from the established allocations in the budget module.
• Creates correcting entries for payroll reallocations as needed.
• Maintains the Collocated Journal Transfer System to ensure collocated OCAs are budgeted and allocated properly.
• Supports preparation and analysis of the Core Contract process.
• Attends weekly meetings with team, along with specific subject matter meetings.
• Attends bimonthly staff meetings.
• Attends and completes trainings as necessary for the position.
• Cell bill verification manager for all users.
• Pulls cell verification report, sends reminders, updates user information, and provides backup approval when necessary to meet deadlines.
• Provides support as the Travel Champion by helping staff process travel claims in STMS.
• Assists team as backup support for backup of accounts receivable duties: preparing daily deposits, monitoring Treasury Reports, clearing deposits, and entering TR30/96 transactions as needed.
• All other 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 (For more information, please click www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed