Program Specialist "Service Representative" (OLS Finance and Accounting)

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The Florida Legislature 
Office of Legislative Services

 

JOB TITLE

Program Specialist “Service Representative” (OLS Finance and Accounting)

 

THE WORK YOU WILL DO

This is professional work supporting the offices of the Florida Legislature and their employees by conducting and/or coordinating a management support function as a “Service Representative” in the Office of Legislative Services, Finance and Accounting Office. There is a particular focus on answering inquiries from district offices and coordinating solutions regarding purchasing and expense reporting, and other tasks and duties as needed. 

 

OUR ORGANIZATION
The Office of Legislative Services provides centralized administrative, management and support services to the Florida Senate, House of Representatives and other legislative offices. This position reports to the House Intra-district Account (IDA) Team Lead in the Office of Finance and Accounting. 

 

EXAMPLES OF WORK PERFORMED

• Assists in answering calls to the House IDA Team dedicated support telephone line, helping to resolve issues, identifying caller’s needs and asking for relevant information pursuant to an expense request, entering that request into the task log, and communicating the expense request to the appropriate IDA Accountant.
• Assists in answering emails received in the House IDA Team dedicated, shared email box in MS Outlook, identifying information needed and gathering relevant information pursuant to the expense request, entering that request into the log, and communicating the request to the appropriate IDA Accountant.
• Responsible for opening and date stamping incoming mail directed to the House IDA Team, scanning in any relevant invoices or expense related items, entering that request into the task log, and distributing the mail to the appropriate IDA Accountant.
• Assists clients by troubleshooting and interpretation of forms and answering questions regarding the district’s IDA balance.
• Assisting the IDA Accountant in outreach to the districts regarding completion of tasks.
• Collaborating with the IDA Accountants to perform any other delegated tasks,
• Assists the distribution of budget and expense reports to districts.
• Assists in administering the legislative accounting and auditing functions.
• Maintains financial or other administrative records, monitors budgetary activities, and prepares status reports.
• Maintains administrative and purchasing records, monitors activities, keeps up-to-date status information.
• Assists in the establishment and implementation of internal accounting controls.
• Reconciles year-end records and prepares annual reports.
• Analyzes problems, researches alternatives, and advises staffs on policy options regarding administrative services.
• Assists in formulating, interpreting, applying, and assuring conformance with administrative policies and procedures.
• Assesses and assists with training needs, establishes priorities and guidelines, identifies resources, and develops training for Legislators and staff.
• Recommends and coordinates computer automation hardware and software purchases and directs installations.
• Ensures the production of management reports and audits involving fiscal proposals, expenditure data and break-even analysis for costing specific projects.
• Provides information and problem-solving assistance to Legislators, their constituents, and the public.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the principles, practices, and procedures of accounting, human resource, budgeting, purchasing, staff development, or training.
• Knowledge of relevant computer programs such as MS Outlook, MS Teams, and MS Excel.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to communicate effectively verbally and in writing.
• Ability to have active listening skills.
• Ability