Collection & Disbursement Clerk (FMG/AC 2)

JOB PURPOSE 

Under the direct supervision of the Facilities/Operations Manager (SOG/ST 5), the Collection & Disbursement Clerk (FMG/AC 2), is responsible for the safe custody and lodgment of all funds received and the maintenance of the Imprest System of petty cash at the Castleton Botanical Gardens and ensures that all vouchers are collected and maintained. The incumbent reports directly to the Superintendent to account for all monies collected on behalf of the Facility/Government. 

KEY OUTPUTS

• Funds collected and receipts issued 
• Receipts posted and reconciled 
• Petty cash managed 
• Lodgments prepared 
• Payment vouchers prepared 
• Cash surveys conducted 
• Revenue statements prepared 
• Monthly reports prepared 

KEY RESPONSIBILITY AREAS 

• Collects funds and prepares and issues receipts for cash and cheques collected.
• Assists in maintaining strict control over the access of persons to the Cashier area
• Controls official receipts. 
• Prepares lodgments for submission to Head Office. 
• Posts and balances cash receipt books. 
• Maintains custody of cheques and valuables. 
• Maintains petty cash imprest making authorized petty cash payments and obtains petty cash reimbursements. 
• Ensures that payees are advised whenever cheques are ready. 
• Reconciles amounts collected. 
• Manages the custody of cheques and other valuables. 
• Prepares reports/revenue statements. 
• Prepares Payment vouchers (JVB). 
• Prepares and issues receipts for cash and cheques collected (JVB). 
• Maintain petty cash imprest and obtain petty cash reimbursement 
• Inputs accounting data into the accounting System (JVB) 

Other Responsibilities 

• Performs other related duties that may be assigned from time to time.

PERFORMANCE STANDARDS 

• Revenues collected and receipts issued promptly in accordance with GOJ’s financial regulations 
• Receipts posted and balanced within the agreed timeframe and in accordance with the FAA Act, Instructions and Regulations 
• Petty cash managed in accordance with the FAA Act, Instructions and Regulations
• Receipts are accurately totaled and lodgments prepared promptly in accordance with agreed guidelines 
• Payment vouchers prepared accurately in keeping with FAA regulations
• Detailed cash surveys conducted in keeping with agreed guidelines 
• Accurate and timely revenue statements prepared in keeping with financial regulations and guidelines 
• Accurate monthly reports prepared consistently in keeping with financial and organizational regulations 

REQUIRED COMPETENCIES 

Core 

• Good oral communications skills 
• Good written communication skills 
• Good interpersonal skills 
• Good customer and quality focus skills 
• Good problem-solving and decision-making skills 
• Ability to work on own initiative 
• Integrity 

Technical 

• Good numerical skills 
• Good knowledge of the GOJ/Ministry’s Policies, Practices and Procedures
• Working knowledge of the operations of Government 
• Good knowledge of Government Accounting Procedures and the Financial Administration and Audit Act (FAA Act) and associated regulations/legislations.
• Good knowledge of Government Accounting principles and practices. 
• Working knowledge of Cash Management and security systems. 
• Working knowledge in the use of spreadsheets and computerized accounting systems
• Proficiency in the use relevant computer applications 
• Knowledge of internal controls 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE 

• Four (4) GCE O’ Level subjects (Grades A-C), CXC (General, Grades 1-3), SSC (Ranges 4 or 5), or City and Guilds Level 3 passes, including a numeric subject and English Language. 
• Post-secondary Certificate in Accounting, and in-service training courses in Government Accounting and Voucher Preparation are assets; 
• Instrument of Appointment from the Public Accounts Committee

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB 

• Exposure to security risks associated with having custody of money.
• May be subject to corrupting influences 

AUTHORITY 

• Nil 

Please note that we thank all for responding, but only short-listed applicants will be contacted.