Financial Specialist

Location: On site / Orange City, FL, USA
job type: Permanent / Full-time
Sector and subsector: Public Sector | General
Hourly Salary range:from $ 21.62 to $ 27.03

PURPOSE

The Financial Specialist (Accounts Payable) performs technical and administrative financial work related to accounts payable, accounting, and the maintenance of financial records. This position reviews and processes departmental requisitions, verifies invoices and supporting documentation, ensures compliance with City policies and procedures, processes payments to vendors in a timely and accurate manner, maintains accounts payable records, and provides financial assistance and guidance to City departments.

ESSENTIAL FUNCTIONS

• Compares invoice items, quantities, and costs with purchase orders to verify accuracy and proper authorization
• Compiles and maintains documents including purchase orders, invoices, credit card statements and check images
• Follows up on invoices and coordinates with appropriate staff to obtain required approvals and supporting documentation prior to payment
• Maintains records and processes canceled and voided checks in accordance with established financial policies and procedures
• Initiates regular payments to Florida Retirement System and Florida Department of Revenue
• Monitors and reports payments and account balances for all capital projects
• Performs data entry for accounts payable voucher transactions; prints and prepares checks for mailing; uploads Positive Pay file to bank
• Prevents loss through close monitoring of requisitions and payables
• Processes payments to vendors in a timely and accurate manner
• Reviews and approves requisitions or accuracy, completeness, proper authorization, and compliance
• Reviews and processes vendor invoices
• Verifies, calculates and liquidates encumbrances; researches outstanding balances and takes appropriate action
• Assists with preparation of financial schedules and reports; assists with performing other audit and review functions
• Ensures current W9s and certificates of insurance are on file
• Assists with annual audit preparation by compiling financial records and supporting documentation and works directly with auditors to provide requested information and respond to inquiries
• Prepares and enters monthly electronic fuel tax report; assists with other State and Federal filings and reports
• Prepares annual 1099 forms and verifies vendor tax classifications and information for accuracy and compliance prior to submission
• Reviews contracts for compliance and expiration dates
• Tracks and maintains vendor and contractor certificates of insurance to ensure required coverage documentation remains current
• Creates requestions and payments for Finance Department
• Manages office supply needs and compares the prices of other vendors
• Performs general clerical work as required, which may include answering the telephone, typing reports and correspondence, copying and filing documents, faxing information, processing and distributing mail, and ordering operating and office supplies
• Reviews budget levels for expenditures, identifies potential budgetary issues, and coordinates with City departments as needed to resolve discrepancies and ensure compliance with established budget controls Receives and responds to inquiries from other departments pertaining to financial or accounting procedures; provides training to administrative employees
• Serves as a liaison between executives and Deputy Finance Director
• Examines purchase orders and invoices for accuracy and completeness by verifying department approvals and account classifications; ensures appropriate backup documentation is received
• Follows-up on open purchase orders for job completion updates and receipt of invoice
• Prepares and maintains intradepartmental purchase…