POSITION: FIXED ASSET ANALYST

DESCRIPTION

This is professional work that requires the ability to provide support in the implementation of the Division's policies and objectives in accordance with both local and federal reporting standards. Supervision for this position is received from the Director of Property. Work in this class involves major responsibility for the recording and analyzing of all Fixed Assets and capital (i.e. property equipment) and intangible assets of the department. This employee must be able to maintain high levels of concentration, patience and flexibility especially in unexpected situations. This employee is given considerable latitude in exercising professional skills and independent judgment in the performance of work. Work progress is formally evaluated by written annual performance evaluations and periodically reviewed during informal meetings and discussions to ensure accomplishment of assigned work in a satisfactory manner.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Creates random sample of assets for monthly cycle counts. Document all new fixed asset purchase deliveries;
• Prepares monthly, daily cycle count and purchased asset reconciliation reports and schedule, by contacting schools and offices and setting date of visits;
• Prepares plans and conducts on-going cycle counts and purchased asset reconciliations;
• Ensures Principal(s) or inventory contacts person prepares missing asset movement documentation "on the spot", when identified during a cycle count;
• Reviews Inventory Binders for accuracy and completeness during cycle counts. Takes appropriate steps to resolve instances of assets not being found;
• Receives and maintains documentation on the movement of fixed assets, i.e. home use authorization, transfer of property, report of survey etc;
• Updates Financial Management fixed asset information based on documented movement of assets;
• Approves new fixed asset additions created by warehouse receiving clerks; reviews assets and asset information to ensure uniformity and accurate entry;
• Monitors and reports on warehouse cycle times to receive and deliver fixed assets;
• Conducts warehouse audits of fixed assets, i.e. ensure they are in the secured cage is locked and access is controlled etc;
• Prepares plan and execute E-waste disposal;

• Prepares analysis and input to review key issues with Principals and Superintendents;
• Assists in the planning of the bi-annual physical inventor count, and conducts verifications of missing items found during the bi-annual physical inventory;
• Updates MUNIS as necessary based on cycle count, newly purchased asset reconciliations biannual physical inventory results, (example: Added, Moved, Validated; Temporary Assignment Form, Report of Survey etc.);
• Performs related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the theories, principles, practices and techniques associated with asset reconciliations and reporting standards;
• Proven skill in multitasking and time management capabilities;
• Possess critical thinking, quantitative and analytical skills with the ability to interpret data and communicate impact;
• Proficient in Microsoft Office, particularly Excel;
• Ability to comprehend, analyze, and research problems of a complex nature and make recommendations;
• Ability to manage and maintain the Munis Fixed Asset Module;
• Ability to work in a fast-paced environment and multi task while meeting specific deadlines, Ability to excise sound, independent judgment in carrying out functions of the position;
• Ability to establish and maintain effective and professional working relationships, with supervisor, colleague and vendors;
• Ability to consistently complete assigned tasks in a timely manner. Ability to write reports detailing daily, weekly and monthly activities;
• Ability to write, update and/or edit policy and procedures.

SUPERVISORY CONTROLS

Work is performed under the general supervision of a higher level officer: Assignment responsibilities are given in the form of operating procedures, policies, or verbal instructions. Employee works in a professional environment with minimal supervision and is responsible for establishing and maintaining records of owned fixed assets and coordinating changes in status of real property. Technical guidance is provided by the Supervisor.

 POSITION: FINANCIAL ANALYST

DESCRIPTION

This is top level supervisory accounting work, involving auditing of financial transactions and maintenance of accounts records. An employee in this class receives administrative supervision from the head of a department, agency or designee. Supervisor allows  employee to define own work assignments within broad guidelines. Work is reviewed for conformity with established laws, rules and regulations and also analysis of reports submitted. Work involves supervising and directing accountants in effective performance of their duties. The Financial Analyst is also involved in the preparation of detailed auditing  and financial reports and preparation of annual budgets.

DUTIES AND RESPOSNIBILITES (NOT ALL INCLUSIVE)

• Determines if proposed pricing and overhead calculations are within budgetary and regulatory guidelines;
• Determines and advises on ranges for confidential contract negotiation for Evaluation Committee to arrive at appropriate cost effective negotiated price for the department and the Government of the Virgin Islands;
• Documents any amendments made by the Department of Finance regarding funds allocated to the local government;
• Informs staff and key management personnel regarding the most current budgetary, accounting and financial management requirements and processes;
• Ensures and documents that territorial financial and program agency managers and staff have updated copies of all pertinent agreement or relevant sections of an agreement;
• Documents any problems or issues and their resolution associated with the implementation of all policies;
• Documents all reviews or monitoring activities, which are performed, is properly implemented and procedures are being followed;
• Ensures all annual reports and any other special reports are signed by the department/agency head and submitted in a timely manner;
• Ensures the department/agency head is aware of any money owed is paid timely, as well as money owned to the Federal Government is paid by January 31; and also any money owned to the Territory is received by January 31;
• Ensures that the Territory has all necessary documents and information required to properly manage and implement the allocation of federal funds;
• Performs other related duties as required.

• Knowledge of and ability to utilize principles, methods, techniques and systems of financial management;
• Knowledge of departmental rules, regulations, policies and procedures;
• Knowledge of the federal rules and regulations applicable to federal grants-in-aid, especially as it pertains to uniform administration of the federal and local governments;
• Knowledge of electronic data processing equipment and its capabilities. Knowledge of the rules and regulations of governmental accounting and budgeting, Ability to answer inquiries of federal and local auditors;
• Ability to analyze and evaluate federal and local reports and to recognize and develop reporting systems applicable to the Virgin Islands federal program;
• Ability to make presentations to senior executive staff of the local and federal governments; and the Virgin Islands Legislature;
• Ability to establish and maintain effective working relationships with all persons contacted during the course of work;
• Ability to prepare accurate financial reports.

SUPERVISORY CONTROLS

Work is performed under the direction of a higher-level officer who assigns duties. The employee is expected to apply general knowledge in accounting, budgetary, reporting, and other duties in financial operations. Work is reviewed through conferences and reports. Any unusual or difficult problems are referred to the supervisor for action.

GUIDELINES

Guidelines include departmental rules, regulations, policies and procedures. Also governmental Accounting Manual. When guidelines do not apply, the problem is referred to supervisor.

COMPLEXITY

Work involves the formulation and compilation of budgetary data; record control and other general services. Employee determines the proper action to be taken, and advises activity centers as to any changes.

The purpose of the work is to facilitate management by attending to a variety of fiscal and budgetary details, necessary to ensure a smooth workflow. These functions have significant impact on achieving the goals and objectives of the agency.

PERSONAL CONTACTS

Co-workers, employees from other government agencies, managerial personnel.

PURPOSE OF CONTACTS

To advise, provide, or obtain information and assistance relative to budgetary matters, resolution of problems and other changes.

PHYSICAL DEMANDS

Work is mostly sedentary. No unusual physical demands are required.

WORK ENVIRONMENT

Work is performed primarily in an office setting.

EDUCATION AND EXPERIENCE

• Masters degree in Accounting, Business Administration or related field with fifteen (15) credits in accounting, plus three (3) years financial management, fiscal management or related experience, one (1) of which must have been in a supervisory capacity; or

• Bachelors degree in Accounting, Business Administration or related field with fifteen

(15) credits in accounting plus five (5) years financial management, fiscal management or related experience, three (3) of which must have been in a supervisory capacity.

No person shall be discriminated against in employment or in any other educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap, or age.”

Position: File Imaging Clerk

Description

The File Imaging Clerk performs entry level specialized work by using imaging systems that scan paper files and stores the material on computers. The File Imaging Clerk is also responsible for classifying and updating information in appropriate databases and for performs word processing tasks. The employee is supervised by a higher level officer.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Ensures that new information is added to files in a timely manner;
• Transfers outdated materials to inactive storage;
• Monitors database to make sure that all items are correctly sequenced and placed;
• Attempts to locate records when misplaced;
• Implement changes to the filing system in accordance with the needs of the activity center;
• Operates scanner, copying and fax machines.

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

• Knowledge of federal Health Insurance Portability and Accounting Act (HIPAA) guidelines;
• Knowledge of Department policies and procedures and Information Technology guidelines;
• Working knowledge of file imaging software and electronic file storage;
• Knowledge of the principles of filing;
• Ability to work well with others;
• Ability to be alert, accurate, and attentive while performing repetitive tasks.
• Ability and willingness to do routine and detailed work;
• Ability to read and make accurate mathematical computations.

FACTOR II: SUPERVISORY CONTROLS

• The File Imaging Clerk reports to a higher level officer who outlines scope of duties.
• Work is controlled by routine review and reporting to or consultation with supervisor.

FACTOR III: GUIDELINES

• HIPAA federal guidelines and Department policies and procedures must be followed.

FACTOR IV: COMPLEXITY

• The employee follows standard procedures to perform repetitive or routine duties. Position calls for minor decision making.

FACTOR V: SCOPE AND EFFECT

• The employee assists in the updating and maintenance of electronic records in order to ensure efficient retrieval and improve workflow efficiency.

FACTOR VI: PERSONAL CONTACTS

• Contacts are with co-workers and managerial personnel.

FACTOR VII: PURPOSE OF CONTACTS

• The purpose of the contacts is to offer or obtain information and provide assistance on relevant matters.

DESCRIPTION

MAJOR DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Monitors and evaluates for Division’s local and federal compliance with approved program activities;
• Serves as Division of Human Resources go-to on FY budget;
• Participates in managing special program evaluations for problem solving related to new initiates and grants;
• Coordinates the spending of grants dollars;
• Participates in data entry and analysis;
• Develops and maintains historical research databases;
• Drafts reports, memos, and summary of findings or progress re: various projects;
• Gives oral presentations and respond to questions to provide available information to management and colleagues;
• Performs liaison work between agencies and representatives of other organizations and vendors;
• Utilizes computer systems to provide appropriate support;
• Prepares letters, reports and other documents as appropriate in providing administrative support to assigned schools;
• Exercises discretion and complete confidentiality appropriate to job requirements;
• Performs other duties as required or assigned.

FACTOR I: KNOWLEDGE/ABILITIES REQUIRED

• Knowledge of Department rules, regulations, policies and procedures;
• Knowledge of the Government’s financial management system;
• Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
• Knowledge of modern office procedures, practices and equipment;
• Knowledge of research techniques and report writing;
• Ability to exercise resourcefulness in meeting new problems;
• Ability to develop harmonious relationships with employees, agency heads and the general public;
• Ability to demonstrate organizational, communication and interpersonal skills;

• Ability to work effectively, cooperatively and harmoniously with agency staff, public and groups and individuals;
• Ability to conduct research, compile data, and write reports.

FACTOR II: SUPERVISORY CONTROLS

• Employee works under the supervision of a higher-level officer who assigns duties and outlines scope of work and objectives.

FACTOR III: GUIDELINES

• Federal and local law as well as Department policies, regulations and standard operating procedures must be followed.

FACTOR IV: COMPLEXITY

• Simple analytical judgment required: Plans and performs multi-faceted duties including analyzing facts or conditions to determine what action should be taken using standard practices. Work calls for good organizational and time-management skills.