Disbursement Analyst

USVI Division of Personnel; Saint John (IN); On-site; USD 42,000 - 54,000; Full time

Job summary

USVI Division of Personnel is seeking a Disbursement Analyst to manage the non-supervisory disbursement of checks and related documents to departments and vendors. Work is performed under general supervision with higher-level review for complex tasks.

The role requires an AA degree in business/finance or equivalent experience, strong Excel skills, and ability to maintain accurate check logs and audit trails. Office-based position within the Department of Finance, STT, Virgin Islands.

Qualifications

• AA Degree in Business Administration, Public Administration, Accounting or related field.
• Or a High School Diploma with two years clerical experience dealing with figures, payroll, revenues or related area.
• Knowledge of ERP system API (Accounts payable Invoice).
• Knowledge of the government accounting structure.
• Proficient with Excel spreadsheets.
• Strong reading, writing and comprehension skills.
• Ability to interact effectively with others and provide customer service.

Responsibilities

• Custodian of all processed checks including vendor and tax refund checks.
• Perform quality control to ensure proper check numbering, no duplicates, and correct bank accounts.
• Sort and separate checks for pullbacks/holds, cash advances, and agency/department checks.
• Forward checks with liens/levies to appropriate personnel for disposition.
• Maintain a log of checked distributed and signed.

Skills

Excel spreadsheets

Reading and writing

Customer service

Attention to detail

Follow procedures

Interpersonal skills

Education

AA Degree in related field

High School Diploma + 2 yrs clerical exp.

Tools

ERP system API (Accounts payable Invoice)

Job description

Posting number: 201905501

Department: |Department of Finance- STT|

Job classification: Disbursement Analyst

Posting type: Open

Categories: Accounting and Finance

Summary

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.

Examples of duties

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.

Qualifications

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.

Supplemental information

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.