TASK ANALYSIS

Number of

Hours

Functions/Yr. per Function

Hours per Year

Description

per Function

of Count

Time %

ADMINISTRATIVE ASSISTANT/CASHIER
KNOWLEDGE & INTERPRETATION OF REGULATIONS
Studies, learns and interprets, all regulations pertaining to the administration of
PC/_ Imprest Fund, the Administration regulations handbook of PC, and the FOR
Post Accounting system, travel regulations, and the PCV Handbok. This includes
taking and passing the Treasury Cashier Correspondence Cours

36
12

I. NON-CASH DISBURSEMENTS - VOUCHER EXAMINATION.

36

1.73077
As Needed

703

1.73077

33.7981

4. PCV payroll.Prepares monthly PCV payroll, which includes living allowances,

annual leave allowances and other upward or downward adjustments
in the living allowcance for PCVs. This is forwarded to AA who prepares a payment
voucher which is sent to PC/W. A check for the PCVs Allowance is then sent to
post. Cashier prepares a multipple payment listing with individual amounts and
bank accounts which is then taken to the bank to be deposited.

12

60

Monthly

2.88462

8. DHL fiscal documents to PC/W. Forwards all documents that

cover obligations and non-cash liquidations to PC/W. This is accompanied by a
transmittal report prepared by the cashier which states all documents included in
the package.

104

312

Twice
Weekly

15

9. Check Receipt. Upon receiving checks, cashier enters into FORPost all checks
received and the dates they were received, Checks are then attached to appropriate
payment vouchers.

52

1.5

78

Weekly

3.75

10. Check Disbursement. Sorts checks which could be paid by PC messenger

and then calls all other vendors, informing them that their checks have arrived in order
to have them pick up their checks before closure of cashier hours.
After checks are paid cashier once more enters into FORPost the checks paid
and the date they were paid.

52

156

Weekly

7.5

11. PSC Check Deposit. Processes receipt of all PSC compensation checks.
Prepares multiple payment listing with individual amounts and bank accounts

26

2.5

65

x Pay
Period

3.125

and takes check to bank to be deposited.

12. PCV Payroll Deposit. Once check is received for PCV payrolls, reviews that
all PCVs being paid are still on the active rolls. If there has been an unexpected
termination, a letter is written to the bank, requesting a reimbursement in the form
of a check issued to the US Disbursing Officer (for collection), the check is
deposited and PCVs informed of deposit and amount thereof.

12

24

Monthly

1.15385

13. Quarterly Checks & Cash on Hand Report: Prepares quarterly checks and
cash on hand report, including PCVs cash and travellers checks. Gives to AO for
approval & forwards report to HQ.

Quarterly

0.38462

II CASH DISBURSEMENTS-IMPREST FUND

1250

60.0962

A. Maintains Imprest Funds in ___ Dollars and US Dollars according to Treasury

and PC rules and regulations, respecting restrictions of what not to pay, maximum
amounts to be disbursed, time limits for authorized advances and their reimbursement to the Fund. Observing requirements for cashier installation and frequency
of safe combination changes. All this, while assuming personal responsiility for
integrity of the fund and respecting cashier hours set for 4 hours per day.
1. Routine cash payments. Prior to payment, cashier will review invoice to ascertain authorization to pay and enter operation in FOR Post system and obtain
AO and CD authorization signature, complete disbursement
system in FOR Post and, once requirements are completed, pay in cash in authorized currency. In cases of short supply of cash, payment priority will be decided
by the AO with CD delegation & concurrence.

922

0.75

691.5

2. Daily Imprest Fund Reconciliation. At the end of every day, counts cash in
local currency and US Dollars, revises pending vouchers, adds interim advances
adds sub-vouchers on hand and insures that cash is balanced, prints report and files.

261

261

3. Imprest Fund Analysis. Once a year, performs analysis of adequacy of fund,

collecting information from previous replenishment vouchers in local currency & US$
and writes a report on findings to request fund increases or decreases for AO &
CD approval.

As Needed

33.2452

Daily

12.5481

Yearly

0.09615

4. Replenishment Vouchers. Creates weekly separate replenishment vouchers in

US Dollars and local currency from the FOR Post system, by going to the disburse
file, giving it a voucher number, listing sub-voucher numbers, getting approving
signatures from the AO and the CD. Makes photocopies of all sub-vouchers and
supporting documents

104

104

As Needed

5. Monthly Cashier Reconciliation Statement (365). With reports provided by

PC/W and the Disbursing Officer (Treasury) in Charleston, ACDC.013 reports,
balances local currency & US$ funds. Revises ACDC.013 to identifify which
vouchers and checks were posted and which are still pending.

12

1.5

18

Monthly

6. Interim Advances. Provides interim advances to staff, according to the FOR Post
Process, of preparing the advance, getting authorizing signatures from the AO and
the CD and paying. Daily monitoring of advances is a requirement, in order not to
keep advances outstanding over the regulation authorized limits.

52

0.25

13

As Needed

0.625

7. Collections. Processes collection of billed overpayments (I.e. Overages in PCV

allowance deposits in the bank), refunds and reimbursements for personal use of
phones or equipment (vehicles), when authorized; and proceeds of the sale of
excess or unrepairable equipment. This process is entered into the FOR Post
system, by preparing the deposit slip to deposit check/cash, prepares the statement
of collections & accountability record, getting proper signatures and making photocopies of all records, to send to PC/W and maintain in PC/_

165

0.5

82.5

As Needed

3.96635

8. Bank. Goes to the bank to cash imprest fund replenishment checks, as needed,
and makes deposits for some PCVs and vendors.

52

1.5

78

III. READJUSTMENT ALLOWANCE CONTROL

Weekly

7.5

0.86538

3.75

0.36058

1. Keeps abreast of Close of Service Volunteer terminations to make sure Readjustment Allowance checks have arrived from PC/W to pay the advanced 1/3 of their
allowances prior to departure from post, if they had not requested the allowance to
be deposited at their HOR. When checks arrive at post, cashier verifies against
control register. Checks for PCVs that have Early Terminated have to be returned,
and those for PCVs who did not get their check have to be requested urgently.

10

0.5

Yearly

0.24038

2. Once COS process has been completed, according to COS

10

0.25

2.5

Yearly

0.12019

checklists that are kept on file, RA checks and explanations are given PCVs
against their signed receipts which are also kept on file
13
IV. Time & Attendance - FSN: Prepares time and attendance report for FSN.
Has AO & CD certify report copy and sends original to US Embassy.

26

0.5

13

0.625
Bi-Weekly

33
V. Filing: Files all pay vouchers, reimbursement vouchers, and maintains individual
file for all Vendors.

52

0.64

33

1.58654
Weekly

37.5
VI. PCV Custody Control Log: Maintains safe keeping of personal items including
cash for all PCVs.

GRAND TOTAL

150

0.25

37.5

2080

0.625

1.58654
1.80288

As Needed

1.80288

100