Special Project Contractual Reconciliator

Posting number: 201905428

Department: |Office of Management & Budget- STT|

Job classification: Special Project Contractual Reconciliator

Posting type: Open & Promotional

Categories: Project Management

Summary

Under the general supervision of a higher-level officer, this contractual position is responsible for specialized professional services involving the review, reconciliation, and verification of contractual agreements against invoices, payment records, and financial documentation. Ensures compliance with contract terms, applicable statutes, rules, regulations, and established fiscal controls.

This position is temporary and contractual in nature and does not confer permanent, classified, or career service status under the Government of the Virgin Islands.

The incumbent acknowledges that this position is contractual, time-limited on a special assignment not to exceed two (2) years, within the scope of the service agreement, and not part of the classified or career service of the Government of the Virgin Islands. Examples of duties

Reviews executed contracts, amendments, and related documents to determine authorized rates, deliverables, payment schedules, and funding limitations.

Reconciles vendor invoices, payments, encumbrances, and expenditures with contractual terms and accounting records.

Identifies. analyzes. and documents discrepancies involving billing, pricing, quantities, services rendered, or contract compliance.

Coordinates with Finance, Procurement, Legal, and program personnel to clarify contractual provisions and resolve reconciliation issues.

Prepares reconciliation reports, variance analyses, and supporting documentation in accordance with contract requirements.

Monitors contract expenditures to ensure compliance with approved funding levels during the contract period.

Assists with contract closeout activities by verifying final payments and ensuring all financial obligations have been met.

Performs other related duties as required. Qualifications

Bachelor's degree from an accredited college or university in Accounting, Finance, Business Administration, Public Administration. or related field.

                                                                                                            OR

Any combination of education, certification, training, or experience equivalent to four (4) years in accounting, finance, contract administration, or reconciliation, including experience reviewing and reconciling contractual financial records, not below a high school diploma or its equivalent from an accredited institution.

Supplemental informationFACTOR 1 - KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of generally accepted accounting principles. financial reconciliation methods, and internal fiscal control practices applicable to contract-related transactions.

Knowledge of contract administration procedures, including executed contracts, amendments. scopes of work, deliverables, payment schedules, rates, funding limits. and closeout requirements.

Knowledge of procurement, budgeting, encumbrance, invoicing, and payment processes sufficient to trace financial activity from contract authorization through final payment.

Knowledge of contractual language, billing methodologies, pricing structures, cost documentation, and supporting financial records used to verify compliance with approved terms.

Knowledge of applicable statutes, rules, regulations, policies, procedures, expenditure controls, financial accountability standards, and audit documentation requirements governing public contracts.

Skill in Microsoft Excel, financial or accounting systems, electronic records, and data tracking tools.

Skill in reviewing, comparing, and reconciling contracts, invoices, payments, encumbrances, expenditure reports, and accounting records to identify variances or unsupported charges.

Skill in analyzing financial data, interpreting contract provisions, researching discrepancies, and determining whether payments and expenditures are allowable. accurate, complete, and properly supported.

Skill in preparing reconciliation reports, variance analyses, summaries of findings, and supporting documentation for management review, audit response, or corrective action.

Skill in organizing, calculating, verifying. maintaining, and communicating reconciliation information clearly and accurately.

Ability to interpret and apply contractual provisions to financial transactions.

Ability to work independently, exercise sound judgment, maintain confidentiality, manage multiple contract files, and meet defined contractual deliverables and established deadlines.

Ability to coordinate effectively with finance, procurement, legal, program staff, auditors, and vendors.

FACTOR 2- SUPERVISORY CONTROLS

Work is supervised by a higher-level officer who provides assignments through contractual scopes of work that define objectives, priorities, and deliverables. The incumbent performs reconciliation tasks independently. Completed work is reviewed for technical accuracy, completeness, and compliance with contractual and regulatory requirements.

FACTOR 3- GUIDELINES

Guidelines include executed contracts, procurement regulations. financial management policies, accounting standards, and internal procedures. Although generally applicable, these guidelines require judgment in interpretation and application due to variations in contract terms, funding sources, billing structures, and reconciliation requirements.

FACTOR 4- COMPLEXITY

Work involves analysis of financial and contractual documents to reconcile transactions, identify inconsistencies, determine their causes, and recommend corrective actions. Work demands vary based on the number and type of contracts, funding mechanisms, billing structures, and the nature of discrepancies requiring resolution. The work requires confidentiality. sustained attention to detail, and adherence to established contractual deadlines.

FACTOR 5- SCOPE AND EFFECT

The purpose of the work is to support the accuracy of financial records, compliance with contractual obligations, and stewardship of public funds. Effective performance supports fiscal accountability, audit readiness, and prevention of overpayments, unauthorized expenditures, or unresolved contract variances.

FACTOR 6- PERSONAL CONTACTS

Contacts are the departmental personnel. procurement staff, program managers, legal representatives. auditors, and external vendors or contractors involved in contract administration, payment processing. reconciliation, or compliance review.

FACTOR 7. PURPOSE OF CONTACTS

Contacts are made to obtain and clarify contractual or financial information, resolve reconciliation discrepancies, explain findings, and coordinate corrective actions necessary to ensure compliance with contract terms, fiscal controls, and applicable regulations.

FACTOR 8- PHYSICAL DEMANDS

Work is primarily sedentary and involves occasional lifting or carrying files or records.

FACTOR 9. WORK ENVIRONMENT

Work is performed in an office or remote office setting with minimal exposure to hazards.