Disbursement Analyst

Government of the Virgin Islands; Charlotte Amalie (United States Virgin Islands); On-site; USD 36,000 - 52,000; Full time

Job summary

The Government of the Virgin Islands is seeking a non-supervisory disbursement clerk to handle the distribution of checks and related documents to departments and vendors under general supervision.

The role includes quality control, log maintenance, daily mailing preparation and coordination with agencies and auditors. AA degree or HS diploma with clerical experience required; proficiency with ERP and Excel preferred.

Qualifications

• AA Degree in Business Administration, Public Administration, Accounting or related field.
• Or High School Diploma or its equivalent with two years clerical experience involving figures, payroll or revenues.

Responsibilities

• Custodian of all processed checks including vendor and tax refund checks.
• Quality control to ensure check sequence, no duplicates, and correct bank accounts.
• Prepare checks for daily mailing and maintain logs of mailed checks.
• Notify agencies and vendors to pick up checks.
• Research inquiries from auditors, vendors and departments on check disposition.
• Maintain inventory of postage stamps and log bank deposits.
• Record and track the sequence of checks mailed and dates mailed.
• Perform other related duties as required.

Skills

ERP knowledge

Accounts payable knowledge

Reading & writing

Customer service

Procedural compliance

Education

AA degree in related field

HS diploma + 2 years clerical experience

Tools

Excel

ERP API

Job description

This is a non-supervisory position in the disbursement of checks and documents to departments and vendors. Work is performed under general supervision. Complex tasks if applicable are referred to a higher level supervisor for appropriate action.

DUTIES AND RESPONSIBILITIES (NOT INCLUSIVE)

• Acts as the custodian of all processed checks- vendor checks, tax refund checks, etc.
• Performs quality control to ensure that check numbers are in proper sequence; there are no duplication of checks; checks are processed on correct bank account.
• Sorts and separates checks where necessary - requested pullbacks/holds, cash advances, utility companies' checks, agency/department checks.
• Pulls checks on which there is a lien/levy and forward to appropriate personnel for further disposition
• Maintains a log of all checks that are picked up from the disbursing area, appropriately signed.
• Prepares checks for daily mailing.
• Keeps a record of the sequence of checks mailed out and date mailed.
• Notifies agencies and vendors by phone to pick up checks.
• Logs all incoming levies and transmits copies to the Accounting Director.
• Researches inquiries from auditors, vendors and departments with regard to disposition of checks.
• Keeps track on the inventory of postage stamps.
• Prepares bank deposits.
• Performs other related duties as required.

AA Degree in Business Administration, Public Administration, Accounting or any related field.

OR

High School Diploma or its equivalent and two (2) years clerical experience dealing with figures, payroll, revenues or any closely related area.

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of the ERP system API (Accounts payable Invoice).
• Knowledge of the accounting structure of the government.
• Knowledge of basic mathematics.
• Knowledge of departmental rules, regulations, policies and procedures.
• Knowledge of Excel spreadsheets.
• Ability to read, write and comprehend.
• Ability to interact effectively with all persons contacted during the course of work.
• Ability to possess customer service skills.
• Ability to follow a system of procedures.

FACTOR 2- SUPERVISORY CONTROLS:

The supervisor gives general assignments. Work is recurring in nature, and the employee knows what should be done. Work is reviewed upon completion.

FACTOR 3- GUIDELINES:

The employee follows departmental rules and regulations.

FACTOR 4- COMPLEXITY:

Work is recurring in nature. The employee follows departmental rules and regulations.

FACTOR 5- SCOPE AND EFFECT:

To show an accurate disbursement of government funds or obligations.

FACTOR 6- PERSONAL CONTACTS:

Contacts are with employees within own agency as well as outside agencies, vendors, taxpayers.

FACTOR 7- PURPOSE OF CONTACTS:

To research inquiries pertaining to check distribution, tax and vendor dispute, and mail out logs.

FACTOR 8- PHYSICAL DEMANDS:

Work is mostly sedentary.

FACTOR 9- WORK ENVIRONMENT:

Work is performed in an office setting.