Disaster Program Accounts Payable Specialist

Government of the Virgin Islands; Charlotte Amalie (United States Virgin Islands); On-site; USD 42,000 - 64,000; Full time

Job summary

The Government of the Virgin Islands is seeking an Accounts Payable Specialist under the Disaster Program Supervisor to manage agency expenses and process vendor, contractor, and subrecipient payments for federally funded programs.

You will maintain records, ensure compliance with federal and territorial requirements, collaborate with accounting, program staff, and external partners, and support audits and internal controls to ensure fiscal accountability and program success.

Qualifications

• 2–3 years of accounts payable, financial administration, or grants management experience.
• Proficiency with Microsoft Excel and accounting/financial management systems.
• Knowledge of VI procurement codes and Title 13 CFR and related federal grant requirements.

Responsibilities

• Perform disaster program accounts payable duties including vendor setup and invoice review prior to input in the financial system.
• Flag and clarify unusual or questionable payment requests.
• Reconcile vendor accounts and respond to payment status inquiries.
• Confirm funding availability to support processing of disaster program transactions.
• Maintain electronic records of all disaster program transactions.

Skills

Data entry

Math skills

Deadline oriented

Microsoft Word

Microsoft Excel

ERP systems

Communication skills

Confidential records

Analytical thinking

Problem solving

Vendor setup

Education

Associate's Degree in Accounting/Finance/Public Administration

High School Diploma + 7 years experience substituted

Tools

ERP System

GL & AR modules

Microsoft Excel

Job description

Under the Disaster Program Supervisor's supervision, the Accounts Payable Specialist manages agency expenses and accurately and promptly processes vendor, contractor, and subrecipient payments to support expenditures and the execution of federally funded programs. This position ensures all disbursements comply with federal, territorial, and organizational requirements, while maintaining strong internal controls and accurate financial records. The role requires coordination with the accounting team, program staff, project managers, and other internal and external partners to support fiscal accountability, transparency, and program success. The incumbent will perform a variety of duties, including accounting and clerical tasks related to efficiently maintaining and processing disaster program accounts payable transactions. This position is governed by the laws of the Code of U.S. Virgin Islands Title 3, Chapter 25, Subsection 451a, Career service and exempt positions.

• Performs disaster program accounts payable duties to include vendor setup, review of invoices for appropriate documentation and approvals prior to input in the financial system.


• Flags and clarifies any unusual or questionable requests for payment.


• Assists with establishing vendor numbers in the Enterprise Planning Resource (ERP) System.


• Reconciles vendor accounts and addresses inquiries about payment status.


• Confirms funding availability to support processing of disaster program transactions.


• Tracks progress of disaster program requisitions and invoices, in an effort to ensure timely processing and notification of relevant staff if issues arise with processing of transactions.


• Transmits disaster program purchase orders to the requesting individual in a timely manner.


• Maintains electronic records of all disaster program transactions submitted for processing.


• Maintains accounting documents including vouchers, purchase orders, invoices, and supporting documentation or correspondence necessary for financial management in compliance with federal disaster program policies.


• Assists with reconciliation of disaster program accounts related to accounts payable.


• Assists with periodic/annual audits by internal and external parties by researching and providing requested documents.


• Maintains regular communication with relevant staff regarding status of transaction requests.


• Performs any other duties assigned to support the division.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of office methods, practices, routines, and


• Knowledge of generally accepted accounting


• Knowledge of or ability to acquire knowledge of USVI laws, rules, and regulations governing operation of a territorial system of accounts and their application to specific


• Proficient in data entry


• Must have strong mathematical skills


• Must be deadline- and detail-oriented


• Must exhibit professional maturity when conducting all business for the


• Must be skilled in computer applications to include Microsoft Word, Excel, and be able to acquire proficiency with the ERP system including Accounts Receivables and GL


• Must be skilled in general office equipment such as telephone, fax, printers, copiers, calculators, and


• Must have excellent written and communication skills


• Must demonstrate analytical, problem analysis, and problem-solving


• Ability to acquire knowledge of and proficiency with regard to VI procurement codes and Title 13 of the Code of Federal Regulations


• Ability to acquire knowledge of the disaster program requirements regarding eligibility


• Ability to acquire knowledge of and proficiency with departmental rules, regulations, and policies


• Ability to acquire knowledge of all other division and department organization and programs


• Ability to utilize principles, methods, techniques, and systems of financial management


• Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and external partners


• Ability to apply sound judgment in the solution of financial problems and in the administration of fiscal duties


• Ability to maintain confidential records


• Must abide by strict ethical standards; integrity, objectivity and confidentiality are a must.


• Must be able to work independently


• Must be able to effectively multitask.

Education:

• Associate's Degree in Accounting, Finance, Business Administration, Public Administration, Economics, Statistics, or any closely related field; with a minimum of 9 credits in accounting and five years of professional accounting experience.

OR

• High School Diploma ANDseven (7) years’ experience in budgeting, accounting, and/or finance related fields may be substituted for formal higher education.

Experience:

• 2–3 years of accounts payable, financial administration, or grants management experience.


• Knowledge of accounting principles, internal controls, and federal grant compliance requirements.


• Proficiency with Microsoft Excel and accounting/financial management systems.


• Strong organizational skills and attention to detail.


• Ability to meet deadlines and work under pressure.


• Excellent communication skills and commitment to customer service.


• Prior ERP requisitioning and invoicing experience is a plus.