Fiscal Specialist

PURPOSE: Performs various clerical and administrative duties in the accounting department.

DUTIES AND RESPONSIBILITIES:

· Responsible for scanning and filing both paper and electronic copies of all accounting documents

· Maintain accounts payable and Receivable files

· Ensure that W-9’s and Direct Deposit Forms are received from all vendors and information is accurate within the MIP accounting system.

· Review staff travel authorization requests.

· Make all reservations (car, hotel, registration, etc.) needed for staff travel.

· Review monthly employee travel ensuring that all necessary coding, documentation for mileage and travel is received and allocated to the proper cost accumulator.

· Maintain a current working knowledge of all policies related to employee travel and educate staff in a timely manner regarding these policies.

· Responsible for Purchase Orders (PO) and Check Request Control Log

o Assign and issue PO numbers to staff upon request

o Assign CR numbers to any check request

o Monitor outstanding purchase orders awaiting invoicing or delivery receipts

· Matching invoices with purchase order authorizations and other support documentation

· Verifies expenses, matches receipts of expense reports in accordance with Coalition guidelines

· Assist with small grant invoicing as appropriate

· Prepares monthly bank deposits.

· Process month end SR & VPK Reimbursement closeout

o EFS Statewide database system match processing, reimbursement closeout and final invoicing reports.

o Import reimbursement payments into MIP Accounting system

· Assist with various MIP Accounting database entry.

· Assist with expenditure validation testing, monitoring, and audits and gather required documentation.

· Assists with purchasing/contracting processes - to include research, writing and tracking RFQ processes.

· Maintains and conducts annual contract file audits to ensure information is complete and within compliance standards.

· Prepares and maintains file retention schedule.

· Assists with year-end activities, such as:

o Closing current year logs and creating new fiscal year logs.

o Preparing files for storage.

o Preparing new fiscal year folders.

· Assists with Annual IT Inventory, receiving, data entry.

· Assist Reimbursement staff with provider attendance processing.

· Attends scheduled conference calls, webinars, and trainings, as necessary.

· Attends and assists with community events outside regularly scheduled operating hours of the Coalition, including evenings and weekends.

· Other duties as assigned by management staff.

MINIMUM QUALIFICATIONS:

Education and Experience:

· Education: AA in related field

· Work Experience: At least 1-2 years of accounting, bookkeeping, or other defined fiscal or auditing responsibilities.

Knowledge, Skills, and Abilities:

· Proficiency with Microsoft Office Programs (with emphasis on Outlook, Word, and Excel).

· Proficient with web-based applications.

· High degree of integrity and honesty.

· Excellent interpersonal skills as well as the ability to interact with all levels of management.

· Works and communicates with people from multi-cultural backgrounds and socio-economic levels.

· Creative and energetic self-starter who is organized and able to prioritize and meet deadlines.

· Works independently with minimal supervision in a fast-paced environment.

PREFERRED QUALIFICATIONS:

Education and Experience:

· Preferred Education: AA in accounting or business administration

· Preferred Work Experience: More than two years of accounting, bookkeeping or other defined fiscal or auditing responsibilities.

REQUIREMENTS:

· Ability to stand; walk; sit for extensive periods of time; use hands and fingers to operate a computer and telephone keyboard and calculator; reach with hands and arms; and stoop, kneel or crouch. In addition, the employee will occasionally lift and/or move up to 50 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Must submit and pass a level 1 background screening and E-verify requirements.

· Requires a valid Government issued photo identification.

· Submit and pass a drug screening.

· Telecommute eligible, if applicable for portions of position.

· Work flexible hours/schedule, as needed.

WORK ENVIRONMENT:

Works primarily in an office environment.

Approximate travel: 5 %

Job Type: Full-time

Pay: $19.23 - $21.15 per hour

Expected hours: 40.00 per week

Benefits:

• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Ocala, FL 34471 (Preferred)

Work Location: In person

Salary : $19 - $21