Financial Specialist I

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 orders
• Prepares training and reimbursement request forms
• Reconciles citywide credit card transactions
• Reviews of all purchase card (P-card) usage/coding
• Reviews various training, uniform, and reimbursement request forms for accuracy and completeness
• Verifies and processes refunds for utility billing and park reservations
• Represents the Department at meetings involving assigned activities
• All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan

MINIMUM QUALIFICATIONS

• High school diploma or valid equivalent
• Two (2) years of experience involving accounts payable, bookkeeping, accounting, financial recordkeeping or a closely related field
• Valid Florida Driver's License
• A comparable amount of training, education or experience may be substituted for the minimum qualifications

PREFERRED QUALIFICATIONS

• Associate's Degree in Accounting, Finance or another related field
• Previous experience working in a government or public sector environment

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of principles and practices of accounting, budgeting bookkeeping, and accounts payable
• Knowledge of accounts payable processes, including invoice processing, purchase orders, requisitions, vendor payments, and check processing
• Knowledge of municipal purchasing, procurement, budget, and financial policies and procedures
• Knowledge of applicable laws, regulations, policies, and procedures governing municipal financial operations
• General knowledge of Microsoft Office applications, financial software, and other proprietary software
• Skilled in providing excellent internal and external customer service
• Ability to create formulas and understand rates and percentages
• Ability to assist staff with the use and navigation of the financial management/ERP software system, including troubleshooting routine issues and providing guidance on system functions and procedures
• Ability to organize and prioritize multiple assignments while meeting established deadlines
• Ability to express ideas clearly and concisely, orally, and in writing
• Ability to maintain confidentiality of financial and vendor information
• Ability to establish and maintain effective working relationships with immediate supervisors, other City department heads and employees, elected officials, other outside agencies and the general public

ENVIRONMENTAL FACTORS

• Primarily, works indoors in an office environment
• Performs work in standard office lighting with significant exposure to a computer monitor
• Moderate noise level in the work environment
• Occasional visits to other City buildings
•  
• PHYSICAL REQUIREMENTS
• Must be able to lift, carry, push, pull, move or manipulate up to 25 pounds with proper mechanics or equipment
• Must be able to sit for long periods of time
• Sufficient manual dexterity to allow the use of office equipment, a keyboard, and writing
•  
• SENSORY REQUIRE MENTS
• Visual (ex. depth perception, color vision)
• Sound
• Oral Communication(speaking/talking)
• Auditory Communication (hearing and understanding conversations)

Applications will be viewed once the posting is closed on September 15th. If selected the hiring team will move forward with any next steps.

The City of Orange City is committed to providing equal employment opportunities to all employees and applicants for employment and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and gender expression), sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by applicable federal, state, or local law.

The City also provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state laws. Applicants and employees who require reasonable accommodations are encouraged to notify the City during the application process or at any time during employment.