· Knowledge of local and federal laws, rules, regulations and policies regarding financial assistance programs;

·  Knowledge of the operation and care of the digital computer and it peripheral equipment;

·  In depth knowledge of computer software and technical methods;

EDUCATION AND EXPERIENCE

·    Bachelor of Science or Bachelor of Arts Degree in Computer Science, Data Processing or

Information System or;

·    Associate Degree in Computer Science, Data Processing, Information System or any closely related field and two (2) years computer related experience or;

·    Equivalent combination of education and experience not to go below a High School Diploma and not less than five (5) years practical experience, two of which must be in computer related work.

 

Application documents required: (1) Completed Application, (2) Resume, (3) Cover Letter, (4) Official College Transcripts, (5) Certifications, (6) Licensures, (7) Three Letters of Recommendation, (8) Police Background Check and (9) Doctor’s Statement of Good Health.

 

 ****DUE TO A HIGH VOLUME OF APPLICANTS, THE DEPARTMENT WILL NOTIFY ONLY THOSE WHO ARE SELECTED

 FOR THE NEXT STEP IN THE RECRUITMENT PROCESS. ****

POSITION:  FINANCIAL ANALYST

DESCRIPTION

This is top level 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. Work is reviewed for conformity with established laws, rules and regulations and also analysis of reports submitted. Work can involve supervising and directing accountants in the 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 RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Reports and can serve as an advisor to the division supervisor and/or agency head;
• Prepares financial and related reports as requested by the by the supervisor and/or agency head;
• Advises supervisor and/or agency head on budget problems; assists in the maintenance of proper appropriation and allotment of accounts;
• Submits requests for budget adjustments, maintains running accounts and other fiscal documents and reports;
• Ensures availability of funding prior to enacting personnel transactions;
• Assists with the tracking of federal funds and monitors expenditures;
• Maintains documentation of all transactions in preparation of any audits;
• Assists with the implementation of policies for the accounting, finance and budgeting functions of the Department;
• Prepare and submit monthly and/or quarterly reports;
• Informs staff and other key personnel regarding the most current budgetary, accounting and financial management requirements;
• Ensures that all necessary documents and information required to manage and implement the allocation of funds is available.
• Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

• 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;
• Ability to make presentations to senior executive staff;
• Ability to work independently or with little supervision
• Ability to develop and maintain effective working relationships with members of the Department’s staff and other external entities and bodies;
• Ability to exercise sound, independent judgement in carrying out functions of the position.
• Ability to prepare accurate financial reports.
• Excellent skills in communicating clearly and effectively in English, including writing clear and concise documents.
• Proficiency in Microsoft Office Word, Excel and Outlook.
• Must be flexible, proactive, highly motivated, resourceful, professional and efficient.

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: Accounts Payable Specialist

DESCRIPTION

This is responsible technical account related wok in examining and verifying purchase and pay documents. An employee in this class is responsible for ensuring that purchases and payments are processed properly according to existing policies, laws and regulations.  Employee is required to prepare a variety of accounting reports including financial statements. Work is performed under the direction of the supervisor and is reviewed through conferences and reports.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Coordinates payment on government bills for services rendered with vendors.
• Requests invoices and relevant documents from employees and or school/activity centers to ensure timely payments and or reimbursements;
• Maintains files of all transactions inclusive of encumbrances to pay vendors who have been awarded contracts and bids for local and/or federal funds;
• Prepares progress and/or monthly reports on all fiscal transactions;
• Verify and input into the authorized fiscal system all invoices,, supporting documentation, PO numbers, receiving reports, invoice data, etc. in order to make timely payments;
• Tracks batches for payment at the Department of Finance;
• Advises school/activity centers on new fiscal procedures;
• Perform related duties as required.

KNOWLEDGE, SKILL AND ABILITIES

• Knowledge of accounting principles and procedures and their application to a wide variety of transactions in governmental accounting;
• Ability to apply acquired accounting knowledge in the performance and solution of a variety of accounting and fiscal problems;
• Ability to prepare and complete accurate accounting reports and statements;
• Excellent skills in communicating clearly and effectively in English, including writing clear and concise documents.
• Proficiency in Microsoft Office Word, Excel and  Outlook.
• Must be flexible, proactive, highly motivated, resourceful, professional and efficient;
• Ability to work independently or with little supervision
• Ability to develop and maintain effective working relationships with members of the Department’s staff and other external entities and bodies;
• Ability to exercise sound, independent judgment in carrying out functions of the position.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, Accounting or related field and one year of accounting, book keeping or fiscal related experience.

“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: ADMINISTRATIVE SECRETARY II

DESCRIPTION

Under general supervision, performs highly secretarial and limited administrative or office management work.  Administrative Secretary II provides administrative and secretarial support to general staff, including office work flow, appointments, correspondence, data compilation and records control. This is work of sensitive and confidential nature.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Takes and transcribes dictation and types varied complex and difficult materials;
• Answers telephone, screens callers, relays messages and greets visitors;
• Explains policies, rules and regulations to office personnel employees in other offices and other persons contacting the office;
• Operates office equipment such as photocopier, fax machine, computer, and calculator;
• Uses various software applications, such as Microsoft word, Microsoft Excel spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and /or reports;
• Operates the computer to access e-mail, electronic calendars and other basic office support software;
• Receives and sorts incoming mail, drafts replies to inquiries and prepares letters of
• request when supervisor’s attention is necessary.
• Reviews and updates the maintenance of records through filing, retrieval, retention, storage, compilation, coding, and updating;
• Interviews persons appearing at the office, or contacting the office by phone, directing them to other appropriate offices or otherwise assisting them to perform their business;
• Assembles and disseminates information, and transmits instructions to staff.
• Performs other related work as required.

FACTOR I: KNOWLEDGE AND ABILITIES

• Knowledge of format and organization of correspondence, reports and written directives;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of Microsoft Word, Power Point, Excel and other  computer software as it relates to duties;
• Knowledge of the policies, rules, regulations and procedures affecting operation of the agency;
• Knowledge of the principles and practices of office management;
• Ability to operate a typewriter, personal computer, word processor, and other common office machines;
• Ability to act independently and logically to implement policies of supervisor;
• Ability to compose correspondence from fragmentary instructions;
•  Ability to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar;

• Ability to make decisions in accordance with laws, regulations, and established policies;
• Ability to work cooperatively and communicate effectively with other Department of Education Employees and the public;
• Ability to communicate orally, in the English language, with employees and the public in face-to-face  one-on-one settings, or using a telephone;
• Ability to comprehend and make inferences from written material;
• Ability to interpret, explain, and apply general and routine policy rules, regulations, and procedures.
• Ability to exercise resourcefulness in meeting new problems;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to initiate and install administrative procedures and evaluate their effectiveness;
• Ability to exercise independent judgment or initiative regularly;

ADMINISTRATIVE SECRETARY II                                                                                                                              

• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures.
• Ability to make decisions in accordance with laws, regulations and policies;
• Ability to advise and provide assistance relevant to improvement in administrative matters, problem resolution and other changes;

Factor II:  Supervisory controls

• Supervisor allows employee to work independently after defining work assignments. Incumbent plans and schedules own work based on the understanding of broadly defined objectives and priorities;
•     Problems or unusual situations are discussed immediately with higher-level supervisor. Work is controlled by routine review and reporting to or consultation with supervisors;
• Work is reviewed through conferences, reports and achievement of objectives;
• Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.

Factor III: Guidelines

• Compliance  with HIPAA federal Law;

• Federal and departmental guidelines and procedures must be followed;
• Employee is expected to use knowledge acquired through training and experience in making independent decisions.

Factor IV: Complexity

• Work is of a demanding, confidential, and organizational nature that may involve a variety of duties;
• Wide variety of complicated job tasks requiring coordinating numerous processes/methods;

• Analytical thought becomes more important at this level due to increased data and changing situations;
• Often coordinates or organizes the work of others;
•  Alternatives may exist for methods to be used in solving problems;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made;
• Regular sustained concentration is required.

Factor V: Scope and Effect

• Facilitates management by attending to a variety of administrative details, which are necessary to ensure a smooth workflow;
• Work requires the use of considerable initiative and judgement;
• Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance only on critical issues.

Factor VI: personal contacts and purpose of contacts

• Visitors to the agency as well as co-workers, employees from other government agencies, managerial personnel other administrative officials;
• Contact is made both to offer and obtain information and provide assistance on complex matters;
• Involvement outside the immediate unit.

Factor VII: Physical Demands

While performing the duties of this job, the employee is regularly required to:

• Reach with hands and arms and grasp objects;
• See to read fine print, and review information on a PC monitor, etc;
• Sit, talk and hear within normal range;
• Manipulate objects with fingers, for example, using a keyboard;
• Occasionally bend, lift, and move about.

Factor VIII: Work Environment

• Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
• Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
• Exposure to deviations from pleasant environmental conditions is only occasional.

MINIMUM QUALIFICATIONS

• Completion of a Bachelors degree in Secretarial Sciences; or
• Associate of Arts Degree in secretarial training, plus one (1) year secretarial experience; or
• Graduation from high school with secretarial training, plus two (2) years as an Administrative Secretary I, or its equivalent; or
• Two-year secretarial certificate from an accredited secretarial school, including four years of secretarial work experience.

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