This position performs a variety of accounting and bookkeeping functions in support of the Office of the Public Guardian (OPG). Expert knowledge of QuickBooks and Excel, along with experience in the accounting or finance field, is required, or an equivalent combination of education, proven expertise, and experience in bookkeeping, accounting, or financial management with a strong understanding of accounting principles and practices and knowledge of Social Security benefits and eligibility.
This position is subject to review by Court Administration, the Social Security Administration, and the Florida State Auditor. The role is responsible for the management and marshalling of all fiscal client needs, including income tax preparation, court accountings, asset inventories, and required financial reports. Additionally, this position must be able to perform audits and ensure ongoing compliance with established auditing standards and internal protocols.
Essential Functions:- Prepares timely and accurate net asset values, yields, distributions, and other fund accounting output on OPG client accounts for subsequent review.
- Documents and recommends client financial transactions and actions by entering account information and analyzing accounting options.
- Summarizes current client financial status by collecting information, preparing balance sheets, profit and loss statements, and other required reports.
- Substantiates financial transactions by auditing client documents.
- Prepares payments by verifying documentation and requesting/issuing disbursements via the clients’ independent bank account.
- Maintains financial security by following internal controls and protects operations by keeping financial information confidential.
- Answering accounting procedure questions by researching and interpreting accounting policy and regulations.
- Prepares special financial reports by collecting, analyzing, and summarizing account information and trends.
- Complies with federal, state, and local, financial legal requirements by studying existing and new legislation and enforcing adherence to requirements as related to guardianship asset management and other programmatic needs.
- Prepares the yearly income tax form for the OPG clients (when applicable).
- Assists the Program’s Executive Director in overseeing and monitoring compliance with State contractual requirements and State regulations, procedures, and policies.
- Consistently reviews accounting related policies to ensure compliance with University and State regulations.
- Budgets, monitors, maintains, and supervises monthly income and expenditures records for Public Guardian (OPG) clients/wards and compiles periodic reports, including annual accounting reports to the Probate Court and the Social Security Administration.
- Issues payments, research expenditures, solves problems, and authorizes bank transactions with Executive Director/Public Guardian approval. Reconciles bank statements with ward accounts and monthly bank deposits.
- Maintains wards’ records by routing all fiscal documents accordingly and by supervising ward account balances.
- Analyzes revenue and expenditure trends and recommends appropriate budget levels to ensure expenditure control of wards.
- Communicate detailed information via various types of secure communication formats to representatives of the department of Children and Families, Social Security, Veterans’ Administration, as well as authorizes and consents to entitlement related functions.
- Collaborates with guardian representatives in all aspects of ward entitlement applications and maintenance including applications for Medicaid, Social Security and SSI benefits.
- Collaborates with program Benefits and Eligibility Coordinator and monitors and tracks telephone DCF interviews and redetermination requirements as needed and collaborates with guardian representatives in this area. Collects and maintains data for statistical reports for the programs and wards and prepares tracking instruments for task status.
- Collaborates with the grants department and provides bank reconciliation reports in a timely manner.
- Maintains a system of interrelated files and records. Prepares regular or special reports on department fiscal activities and modifies or devises forms for reporting data and establishes controls for accuracy of data.
- Monitors and issues monthly SSA Organizational Representative Payee check vouchers.
- Transmits instructions and/or sensitive information to and from staff members. Answers incoming calls, takes messages, and responds to inquiries in accordance with general office procedures and instructions.
- Reviews, classifies, and distributes incoming mail including confidential correspondence.
- Performs other related duties incidental to the work described herein as assigned by the program executive director.
- Will complete the 40-Hour Guardianship and successfully pass the state Guardianship exam within one year of employment.
Candidates must have a solid understanding of accounting principles and practices, including financial recordkeeping, reconciliation, reporting, and financial management procedures. Knowledge of Social Security benefits, eligibility requirements, and related regulations is also required.
An equivalent combination of education, specialized training, proven expertise, and relevant professional experience in bookkeeping, accounting, or financial management may be considered in lieu of a formal degree.
Skills Required
- Expert knowledge of QuickBooks
- Advanced Excel skills
- Proven experience in bookkeeping, accounting, or financial management
- Strong understanding of accounting principles and practices
- Knowledge of Social Security benefits and eligibility
- Ability to prepare client income tax forms when applicable
- Experience performing audits and ensuring compliance with auditing standards
- Ability to prepare balance sheets, profit and loss statements, and fund accounting outputs
- Experience reconciling bank statements and issuing/monitoring client disbursements
- Maintain financial confidentiality and follow internal controls
- Complete 40-Hour Guardianship training and pass state Guardianship exam within one year
- Ability to communicate and coordinate with courts, SSA, DCF, Veterans' Administration, and guardian representatives
What We Do
St. Thomas University is a private, nonprofit Catholic institution based in Miami Gardens, Florida. It is committed to fostering academic and professional success for its students, preparing them to become ethical leaders in a global community. The university offers a variety of undergraduate and graduate programs and has been recognized for its focus on social mobility and student access.
