Finance Specialist (Fire)

Finance Specialist

The Finance Specialist provides budgeting, accounting, and administrative support for Hernando County Fire and Emergency Services and its various funds. Duties are performed under direction of the Finance Supervisor.

The following statements describe the principal functions of this job and its scope of responsibility but shall not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

• Assists with budget preparation and enters budget information into the budget system. Completes required budget forms. Compiles department budget forms and packets for submittal to Budget Office and department staff.
• Monitors accounts receivables and works closely with the Finance Department and Pasco County billing to ensure compliance and timely reporting.
• Assists with capital projects for expense tracking and monitoring.
• Researches and analyzes special projects on the monthly, quarterly, and annual basis.
• Researches and collects information for the annual Public Emergency Medical Transportation (PEMT) Reimbursement Program for Medicaid and Medicare. This includes revenue, expenditures, run information, station information, etc.
• Prepares and assists with FEMA reimbursements when necessary. Includes payroll and expenses utilized either within the County or if personnel are deployed to assist other organizations.
• Provides Customer Service to all County Departments and customers.
• Assists with compiling and managing all grant information submitted and assists in entering the data into the County's Grant Management System. Develops procedures and controls as needed to ensure that grants are managed in an effective and efficient manner.
• Assists in establishing and maintaining a centralized filing system and database of all HCFES grants for the purpose of administration, monitoring, and reporting.
• Assists in monitoring grant expenditures and preparing appropriate financial reports and timely billings for submittal to appropriate agencies. Prepares agenda items and budget resolutions for grants as needed. Provides auditor support for outside and inside audits.
• MSBU & MSTU assists with the MSBU process including preparation of spreadsheet for initial estimates, preparing Board Agenda items to update the MSBU Ordinance, sending letters to the residents, placing legal ads, entering data into JEMAS for the assessments, assisting with the MSBU budgets, tracking the costs, etc.
• Prepares agenda items into Legistar and legal requests into Admin-Sys as needed.
• Issues invoices for inter-departmental transfers and charges.
• The Specialist is the liaison for EMS billing and works closely with the third-party vendors. Tracks daily activities, processes refunds, when necessary, assists with customer complaints or inquiries.
• Assists with Travel Authorizations and accommodations for department.
• Invoices customers for Special Event coverage.
• Communicates with and assists the Finance Supervisor and Chief Financial Officer to resolve issues and problems related to purchasing and / or accounts payable. Assists Finance Supervisor with review and interpretation of Purchasing and Finance policies and procedures.
• Develops and updates form letters, contracts, and reports. Composes routine letters and memorandums to vendors and county finance and purchasing personnel.
• Tracks and prepares reimbursement for tuition of fire classes, trainee program classes, and paramedic classes.
• Performs special projects of varying complexities as assigned by the Finance Supervisor.
• Assists in coordination of storm / hurricane expenditures with Emergency Management and FEMA for possible reimbursements.
• Provides back-up for other positions and duties, as necessary.

County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description.

Education : Associates degree in Accounting, Finance, Mathematics, or other closely related degree. A combination of training and experience may be substituted for education at the County's discretion.

Experience : Minimum of five (5) years of experience in office procedures, accounting, budgeting, record keeping, contract management and purchasing. Government experience preferred.

Licenses and Certifications : Must possess and maintain : a valid Florida Driver's License and be insurable by current insurance carrier. NMIS IS-700, IS-800, ICS-100, and ICS-200 within 6 months of employment.

Required Competencies : Knowledge of accepted accounting principles, practices and procedures. Knowledge of state and local rules and regulations pertaining to government purchasing and contracting and related recordkeeping. Knowledge of standard procedures for purchasing and related recordkeeping. Skill in written and oral communications. Knowledge of general office practices and procedures. Ability to perform duties with minimum supervision. Ability to exercise good judgment. Ability to read, understand and comprehend laws, regulations, and rules. Ability to communicate with customers, vendors, and co-workers effectively and professionally. Skill at using ten-key calculator and doing basic computations for balancing accounts, rapidly and with accuracy. Skill at typing with speed and accuracy. Financial Responsibilities : Accept, receive, and / or collect payments; prepare and / or process purchase orders; accountable for inventory / property management; manage or administer grant funds; make recommendations that impact the budget; manage the budget within assigned unit / division; determine allocation of budget among departments; determine allocation of budget among divisions; and manage the budget within assigned department.

Equipment Used : Ten-key calculator; computer. Occasional use of county vehicle to travel to attend meetings and / or training.

Physical Abilities : Good dexterity and finger mobility required for typing and using a calculator. Additional Skills : hearing, mental acuity, reaching, repetitive motion, speaking, and visual acuity. The work is light work : Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force to move objects.

Environmental Conditions : Most of the time is spent indoors working closely with others, occasionally noisy office conditions, including computer and printer noises. Must be able to concentrate under these conditions. Works in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Pay Grade : 6