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Disaster Program Account Specialist (St. Croix only)

October 1, 2019

SALARY RANGE

45k to 50k

DEFINITION

Under general supervision from the Disaster Program Account Supervisor and limited supervision from the Territorial Public Assistance Officer, performs a variety of duties in developing, analyzing, executing and maintaining budgets and accounting records which are used to allocate current resources and estimate future financial needs. Perform timely review of expenditures in preparation of Federal draw requests.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

  • Collaborate with assigned sub-recipients to review disaster program awards and develop expense and revenue account structures necessary to facilitate eligible expenditures.
  • Prepare request letters for the Department of Finance to establish required expense and revenue accounts and submit to Deputy Director of Administration and Finance for approval.
  • Assist sub-recipients with preparation of disaster program budget forms.
  • Prepare OMB budget forms to establish expenses and revenue budgets in the Enterprise Planning Resource (ERP) System in conformance with established procedures, regulations, and objective of Local and Federal awards.
  • Prepare consolidated reports of assigned sub-recipient local and Federal budgets and expenditures to provide a comprehensive financial summary for use by senior management for effective and efficient decision making.
  • Track the status and availability of funds in disaster program accounts.
  • Monitor budgets by reviewing reports and accounting records to determine if allocated funds have been spent as specified, and if reallocations are required.
  • Prepare requests for budget adjustments and allotment reallocations and submit to management for approval prior to submission to the Office of Management and Budget.
  • Review assigned sub-recipient expenditures and reimbursement requests to determine if costs incurred were in support of eligible expenses.
  • Perform any other duties assigned to support the division.

FACTOR 1: KNOWLEDGE REQUIRED FOR THE POSITION

Knowledge

  • Knowledge of office methods, practices, routines, and equipment.
  • Knowledge of or ability to acquire knowledge of USVI laws, rules, and regulations governing operation of a territorial system of accounts and their application to specific situations.
  • Knowledge of principles, methods, techniques of financial management.
  • Knowledge of the preparation of involved and detailed accounting and other financial reports containing findings, conclusions, and recommendations.
  • Knowledge of generally accepted accounting principles.

Skills

  • Must have excellent mathematical skills.
  • Must be deadline and detail-oriented.
  • Must exhibit professional maturity when conducting all business for the agency.
  • Must be skilled in computer applications to include Microsoft Word, Excel, internet, Email and able to acquire proficiency with the ERP system including the Accounts Receivables and GL Modules.
  • Must be skilled in general office equipment such as telephone, fax, printers, copiers, calculators, and computers.
  • Must have excellent written and communication skills.

Abilities

  • Ability to acquire knowledge of and proficiency regarding VI procurement codes and Title 13 of the Code of Federal Regulation.
  • Ability to acquire knowledge of and proficiency with departmental rules, regulations, policies and procedures.
  • Ability to acquire knowledge of all other division and department organization and programs.
  • Ability to utilize principles, methods, techniques, and systems of financial management.
  • Ability to plan, direct, and coordinate difficult and complex financial programs.
  • Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and outside agencies.
  • Ability to apply sound judgment in the solution of financial problems and in the administration of a financial program.
  • Ability to maintain confidential records and files.
  • Must abide by strict ethical standards; integrity, objectivity and confidentiality are a must.
  • Must be able to work independently and collaboratively.
  • Must be able to effectively multi-task.

FACTOR 2: SUPERVISORY CONTROLS

This position reports directly to the Disaster Program Account Supervisor for all activities. The Disaster Program Account Supervisor supervises all work products and activities.

Job performance will be reviewed annually/semi-annually by the Disaster Program Account Supervisor using a performance appraisal process and forms in accordance with departmental standard operating procedures, regulations, and as detailed in the personnel handbook.

FACTOR 3: GUIDELINES

Work is performed in accordance with departmental operation policies, rules, regulations, standard operating procedures (SOPs), manuals, and laws of the Code of the U.S. Virgin Islands Rules.

FACTOR 4: COMPLEXITY

Duties of this position are repetitive and routine. The employee is expected to work independently. Should a difficult problem or situation develop, the work activity is referred to the higher-level supervisor for appropriate action.

FACTOR 5: SCOPE AND EFFECT

Responsible for various aspects of the finances of the disaster program, including budgets and revenue.

Responsible for maintaining accurate and detailed reports on all aspects of the procurement process and report data to management team as necessary.

FACTOR 6: PERSONAL CONTACTS

This position requires interaction and contact with employees of all levels within the agency, as well as outside agencies; utilizing telephone, Email, fax, and/or in-person contact.

FACTOR 7: PHYSICAL DEMANDS

Work involves sedentary to light work in an office setting. Light lifting (up to 10 lbs.) may be required.

FACTOR 8: WORK ENVIRONMENT

Work is performed in an office setting. Occasional off-site work may be required.

The agency promotes a drug/alcohol-free environment.

MINIMUM QUALIFICATIONS

Associate’s Degree in Accounting, Finance, Business Administration, Public Administration, Economics, Statistics or any closely related field; with a minimum of 9 credits in accounting and five years of professional accounting experience.

OR

High School Diploma AND ten (10) years’ experience in budgeting, accounting, and/or finance related fields may be substituted for formal higher education.

PREFERED QUALIFICATIONS

Bachelor’s Degree in Accounting, Finance, Business Administration, Public Administration, Economics, Statistics or any closely related field; with a minimum of 9 credits in accounting and three years of professional accounting experience.

Customer service experience and a valid driver’s license is a plus.

NECESSARY SPECIAL QUALIFICATIONS

As this position is located in an emergency response agency, the candidate must be available during irregular hours and under less than desirable conditions in order to support VITEMA’s mission during an emergency or disaster. This service may require work at locations other than the official duty station and may include duties other than those specified in the employee’s official position description during emergencies or disasters.

In addition, this position will be required to work in excess of the eight (8) hour work day as mandated by fiscal month and year end deadlines instituted by central government operating entities (Department of Finance, Office of Management and Budget and Property and Procurement).

The candidate must successfully complete within one (1) year from the date of hire, the following training programs:

  • ICS 100, 200, 300
  • NIMS 700
  • NIMS 800b

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To apply, email a copy of your resume to erika.callwood@vitema.vi.gov. Be sure to include the title of the position you are applying for in the SUBJECT of your email.
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