Financial Services Specialist

Arizona Department of Public Safety; Phoenix (AZ); On-site; USD 40,000 - 60,000; Full time

Job summary

The Arizona Department of Public Safety is seeking a qualified candidate for a general accounting position responsible for financial functions such as processing payments, managing accounts payable, and performing reconciliations. This role requires a detail-oriented individual with strong analytical and organizational skills, aiming to contribute positively to the department's financial operations.

Qualifications

• One year of general accounting experience required.
• 30 semester hours in accounting, business, or related fields can substitute for experience.

Responsibilities

• Prepares and processes invoices for payment.
• Monitors financial information and ensures accuracy of records.
• Communicates with vendors and resolves financial discrepancies.

Skills

Customer Service

Analytical Skills

Organizational Skills

Communication

Education

30 semester hours of accounting or business

Job description

This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list. Apply promptly; application period may close without notice.
Must successfully complete the examination process. Written Examination - weight 100%
Please select the link to review the Exam Plan for additional information about the testing.
Responsible for a variety of highly responsible general accounting functions for all areas of the Department to include accounts payable, travel, general ledger, and monthly reconciliation of purchasing cards (P-Card) and/or sales/use tax. Responsibilities include preparing; journal entries for payments, deposits (revenue or reimbursements on expenditures), reclassifying expenditures or revenues between funding sources; monitoring and tracking financial information; administering support functions for all aspects of employee travel; maintaining accurate records and files, and resolving problems occurring within the assignment. Supervision is received from a Financial Services Supervisor, an Administrative Services Officer, or Financial Services Manager. This is a competitive classification.
If you have a disability which may require an accommodation, please notify Human Resources in writing prior to the test date.

1. Prepares, reviews, and processes invoices for payment.

2. Receives and reviews daily cash/check deposits and prepares them for submission to the State Treasurer’s Office.

3. Inputs requisition information into the State’s accounting system to encumber future expenditures.

4. Coordinates airline reservations and various other travel arrangements for department employees as needed. Ensures appropriate approvals have been obtained prior to making reservations. Prioritizes a high volume of travel requests to ensure lowest available airfares available have been selected. Processes timely reimbursement of employee travel claims.

5. Processes transfers (journal entries) between agencies and within the various department units.

6. Inputs financial data into the State’s accounting and payroll systems to initiate financial transactions and to reimburse employees.

7. Reviews, records, and reconciles vendor invoices using the State's accounting and procurement systems.

8. Processes P-Card transactions for payment, maintains cardholder information, coordinates new card disbursement, and assists in P-Card training classes.

9. Performs monthly reconciliation of P-Card transactions to credit card statements.

10. Reviews and reconciles sales/use tax payments to the Arizona Department of Revenue.

11. Monitors past due statements, requests information from vendors or customers to process payments and keep accounts current, and ensures payments are made as prescribed by statute.

12. Communicates orally and in writing with vendors, budget/grant coordinators, and various other Departmental personnel to resolve problems, notify appropriate personnel of changes, interpret and explain travel policies, and provide information regarding the State’s accounting system and proper coding of financial documents.

13. Audits financial documents, travel claims, and transfer and deposit documents to ensure they meet the State of Arizona Accounting Manual, Department General Orders, and Generally Accepted Accounting Principles.

14. Researches and reconciles billing discrepancies to ensure accuracy of payments.

15. Researches, analyzes, and resolves posting errors that occur in the State’s accounting system.

16. Develops and maintains computerized spreadsheets to track financial or administrative information.

17. Tracks open purchase orders to ensure total funds expended do not exceed funds encumbered or approved.

18. Directs calls and distributes mail within the Financial Services Bureau.

19. May have the capability to review and approve invoice payments in the State’s procurement and accounting systems.

20. Establishes, updates, and maintains manual and automated filing systems for confidential and administrative files to satisfy audit requirements and to track information.

21. Delivers and retrieves documents from various state agencies using a state vehicle.

22. Evaluates and makes recommendations regarding procedural changes in adherence to DOA accounting rules and State accounting guidelines.

23. Participates in the review and revision of travel and financial-related General Orders to ensure compliance with the State of Arizona Accounting Manual.

24. Assists employees from all areas, serving as a source of financial information and interpretation as it applies to the Department and the State of Arizona.

25. Assists in projects associated with general accounting or administrative tasks as they relate to the Department and the State of Arizona.

Knowledge of:

1. primary financial records (i.e., payables, receivables, expenditures, revenues, and financial statements).

2. basic mathematical calculations.

Skill in:

the use of office equipment.

Ability to:

1. provide excellent customer service.

2. display initiative and enthusiasm to learn and grow.

3. analyze financial data with minimal guidance.

4. organize and prioritize tasks.

5. communicate effectively in verbal and written forms.

6. work collaboratively within a team environment.

7. think innovatively and resolve issues as they arise.

Requires one (1) year of general accounting experience; OR thirty (30) semester hours of accounting, business, or related courses from an accredited college or university may substitute for the required experience.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Office setting.

Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.

Must successfully complete the examination process.

FLSA Status: Non-Exempt