Government Operations Consultant

Requisition No: 799601

Agency: Military Affairs

Working Title: Government Operations Consultant

Position Number: 62000023

Salary: $36,357.72

Posting Closing Date: 04/24/2023

Department of Military Affairs

*** OPEN COMPETITIVE***

APPLICATION DEADLINE: 11:59 p.m. on closing date

VACANCY # 62000023

Educational Dollars for Duty Specialist

LOCATION: Saint Augustine, FL

ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)

The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.

OUR BENEFITS INCLUDE:

• Health insurance
• Life insurance
• Dental, vision and supplemental insurance
• Retirement benefits
• Vacation and sick leave
• Paid holidays
• Opportunities for career advancement
• Tuition waiver for public college courses
• Training opportunities
• For benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

1. New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.
2. New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program.
3. The Department of Military Affairs is paid on a monthly basis.
4. As a CANDIDATE, you may be required to provide documentation (i.e. High School Diploma or Equivalency, College Transcripts, ETC.) to verify meeting these Minimum Qualifications.

MINIMUM REQUIREMENTS:

• A Bachelor’s Degree from an accredited College or University in Business Administration, Accounting, or related field AND Two (2) years of professional experience in Accounting, Business, Audit, Administrative Services, or related field; OR
• An Associate’s Degree from an accredited College or University with major coursework in Business Administration, Accounting, or related field AND Four (4) years of professional experience in Accounting, Business, Audit, Administrative Services, or related field; OR
• A High School Diploma or equivalent AND Six (6) years of professional experience in Accounting, Business, Audit, Administrative Services, or related field

PREFERRED QUALIFICATIONS:

• Professional experience in Accounts Payable and Accounts Receivable/Collections
• Professional experience in understanding, interpreting, and applying State and Federal laws, rules, regulations, policies, and procedures
• Professional experience in Customer Service

PHYSICAL REQUIREMENTS:

• Must be able to occasionally lift up to 50 pounds

DUTIES AND RESPONSIBILITIES:

EDD Program Operational Expertise

• Comply with all current laws, administrative codes, regulations, policies, procedures, and guidance associated with the Educational Dollars for Duty (EDD) program.
• Serve as EDD point of contact for DMA service members, educational institutions, and other applicable agencies for eligibility requirements, program functionality and financial information.
• Evaluate and process required EDD program qualification documentation and decision DMA service member applications.
• Ensure timely processing and payment receipt for approved invoices.
• Conduct recoupment/collection efforts on DMA service members and educational institutions. Ensure timely processing of reimbursements from servicemembers and educational institutions.
• Promote the use of NIC credit card payment system for service member recoupments. Reconcile credit card payments received. Ensure accurate credit is applied to service member accounts.
• Accurately debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software programs.
• Monitor and process the timely receipt and recording of student grades submitted by service members, and educational institutions.
• Source and maintain accurate contact information for all unit points of contact, and all approved educational institutions.
• Serve as the administrator for the Virtual Education Center (VEC) and NIC credit card systems.

Customer Service and Educational Benefits Advocate

• Provide customer service to students, educational institutions, and technical/occupational schools.
• Research and respond to email issues/questions received through the EDD group email.
• Assist Guard members by providing broad-based educational assistance, knowledge, and navigational advice to maximize service member benefits.
• Educate and assist individuals and groups on matters concerning the EDD program, as well as other educational benefits (VA Benefits, ArmyIgnitED, etc.) available to service members.
• Deliver presentations and provide briefings on the EDD program at events and conferences.

Reconcilement, Controls, Reporting, and Process Improvement

• Perform reconcilements of student accounts, payments to institutions, and recoupment payments.
• Develop and produce reports from Access database or Excel that provide program utilization, demographics, and other financial/operational trending.
• Review EDD financial entries, postings, documents, and reports for accurate data entry, mathematical calculation, and documentation.
• Review existing process and technology/automation, and identify opportunities to improve the effectiveness, efficiency, and overall functionality of the EDD process.
• Evaluate upstream and downstream processes of stakeholders (i.e. educational institutions, vendors, and students). Exert influence on stakeholders to modify processes/behavior to achieve increased efficiency and effectiveness of the overall EDD process and timeline.
• Ensure appropriate controls are exercised over all financial instruments (checks, money orders, credit card documentation, and vouchers).

Compliance and Confidentiality

• Maintain confidentiality over student Personal Identifiable Information and other sensitive data.
• Provide guidance to parents, military units, and significant others about the strict guidelines that must be followed to maintain confidentiality over sensitive information.
• Adhere to all requirements of the Family Educational Rights and Privacy Act (FERPA).
• Provide feedback and guidance to educational institutions to ensure adherence to FERPA and other regulations protecting the privacy of DMA student education records.
• Adhere to all components of the Fair Debt Collection Practices Act (FDCPA) when collecting recoupment payments.
• Maintain compliance with Payment Card Industry Data Security Standard (PCI DSS) when processing DMA student credit card recoupment payments.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge and ability to accurately apply accounting standards, principles, concepts, and practices.
• Ability to interpret and apply applicable federal and state regulations, statutes, and educational institution policies.

• Data Collection & Analysis: Ability to collect, evaluate, and analyze data relating to administrative and operational functions such as: accounts payable, accounts receivable, and program eligibility.
• Problem Resolution: Ability to compile and evaluate data to make information-based decisions and to solve problems. Use data to reason, guide prioritization of workload, and to select optimal solutions based on the relative importance of the situation.
• Deductive Reasoning: Ability to apply general rules to specific issues to provide problem resolution, corrective action, and provide appropriate verbal and written responses to address the issues.
• Critical Thinking: Using logic & reasoning to identify the strengths & weakness of alternative solutions, conclusions, or approaches to problems.
• Report Development: Ability to prepare correspondence and administrative reports relating to program functions.
• Public Speaking: Comfortable delivering presentations or briefings to large groups to convey program information and effectively promote the EDD program.
• Customer Service: Advanced knowledge, principles & processes for providing customer service, including customer needs assessment and meeting quality standards for services.
• Ability to determine work priority and ensure proper completion of work assignments.
• Advanced knowledge of Microsoft Office Suite, including Word, Excel, Access, and PowerPoint.
• Ability to establish and maintain effective working relationships with others.
• Ability to efficiently make decisions and solve problems.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Effective Communication: Advanced knowledge of the structure & content of the English language, including the meaning & spelling of words, rules of composition, and grammar.
• Oral Expression: Ability to articulate & communicate information & ideas in person or on the phone so others will understand.
• Speech Recognition: Advanced ability to identify & understand the speech of another person.
• Oral Comprehension: Advanced ability to listen to & understand information & ideas presented through spoken words & sentences.
• Written Comprehension: Ability to read & understand information & ideas presented in writing.
• Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
• Writing: Communicating effectively in writing as appropriate for the needs of the audience.

SPECIAL REMINDERS:

The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.