Disbursement Analyst Full Time

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

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.

Minimum Qualifications

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

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

Position Factors

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.