STATE ATTORNEY'S OFFICE, 6TH CIRCUIT- FISCAL ADMINISTRATOR I

Fiscal Administrator I

This position collaborates closely with fiscal staff performing clerical and administrative functions utilizing various computer systems such as Microsoft Excel, Word, and other computer applications used for financial tracking and reporting. This is both purchasing and fiscal position. The position will coordinate with other Fiscal Administration staff with monitoring spending authority, financial reporting, and year end closeout activities. Ability to multitask, organize and be detail orientated are necessary skills.

Duties include:

• Manages all procurement for office by ordering items and creating necessary paperwork to ensuring items are received and processed for payment.
• Coordinates with vendor for quotes and any returns of items purchased.
• Creates new yearly Purchase Authorizations and coordinates with vendor for new prices.
• General Printing - Orders print jobs through Clerk's Printing; Keeper of forms/masters.
• Purchase IT Budget items for Pinellas and Pasco Offices.
• Notary processing - sends out packets, does PO, and monitors receipt; maintain spreadsheet of current notaries.
• Orders and does necessary paperwork for purchasing vehicles.
• Prepares disposal requests for D M S.
• Coordinate for windshield tint; new lights and radio replace or repair - New Vehicles Coordinates windshield repairs with Safe lite.
• Uses State and County Purchasing Cards to facilitate purchases.
• Reconciles Pinellas PCard purchases with Bank of America invoice.
• Orders plaques for terminating ASAs and support staff; maintain spreadsheet with who has received plaques and terminations.
• SunPass - Maintains list, payment info and account log-ons.
• Furniture Repairs - Point of contact for office furniture repairs, coordinates with vendor & office staff.
• Copiers - Maintain list of copiers; get yearly pricing; work with Assistant Executive Director to determine what needs to be replaced.
• Tax Exempt Certificates – Ensures certificates are current and sends out to vendors as needed.
• Post deposits within the Fiscal Accounting System
• Calculate Bar Dues pay back if necessary.
• Prepare travel reimbursement requests for State Attorney, Executive Director, and all other travelers for any travel other than local mileage or invest mileage.
• Prepare travel reimbursement requests for travelers with local mileage/invest mileage.
• Coordinate UPS /FedEx requests for shipping overnight packets.
• Maintain W-9 file, work with vendor to submit Sub W- 9, mark vendor page of W- 9 received.
• Serves as Back up for receiving warrants from JAC, record warrant #, voucher # and dates on batch sheets; send warrants to vendor.

Knowledge, Skills, and Abilities:

• Knowledge of Florida procurement laws, rules, procedures, and systems
• Knowledge of generally accepted accounting principles
• Knowledge of standard business formats, styles for letter and business forms and basic filing practices
• Knowledge of techniques for handling office correspondence, and telephone calls in a courteous and efficient manner.
• Ability to write professionally using proper spelling, grammar, and punctuation, manage time and prioritized workload issues.
• Knowledge of financial recordkeeping and basic accounting principles
• Skill in the use of Microsoft Office Suite and other computer applications used for financial tracking and reporting.
• Ability to create and maintain spreadsheets and reports.
• Ability to communicate effectively both verbally and in writing.
• Ability to work independently and manage multiple priorities and deadlines.

Location: Clearwater, FL, US, 33762