Document Analyst II

Main Responsibility:

Responsible for the effective execution of cashiering, dispatch and fund management

functions.

Duties and Responsibilities:

1. UI/UFII and FM Daily Routines

• Receives cash/checks from clients and employees and issues provisional receipts for funds received.
• Counts cash to verify amounts received.
• Issues change on payments received, if needed.
• Manages the preparation of deposit slips and coordinates with the messenger for prompt deposit.
• Managing the document routing and signature process for trading sheets, documents and checks.
• Sorts and categorises processed checks/documents for deposit, pickup or delivery.
• Ensures checks and documents are signed by authorised signatories before release.
• Arrange and seal the documents and coordinate with the messenger for delivery or deposits, ensuring top priority for rush requests.
• Handles dispatch requests for documents and checks from other departments.
• Releases checks and documents for pick-up by clients.
• Log all back-up and post-dated checks in the Check Inventory, tracking them for daily or weekly maturity. A report detailing checks maturing in the upcoming week must be emailed every Friday.
• Reconciles deposit slips versus the position analyst’s cash position report right after trading hours to ensure proper deposit of cash/checks.
• Responsible for filing original service invoices and acknowledgement receipts, and ensuring client copies are dispatched promptly.
• Reconciles daily processed transactions vs the Daily Transaction Report from the system.
• Maintains daily dispatch records and tracks status.
• Facilitates the weekly notarization, ensuring proper attachment to loan files and timely turnover to relevant departments, if necessary

1. Fund Management :

• Review all transaction sheets emanating from the Position Analyst prior to documentation.
• Appropriately assigns and prepares checks and vouchers for disbursement as reflected in the transaction sheet.
• Prepares documents such as Promissory Note, Disclosure Statement, Official Billing and Confirmation of Investment and other documents related to a certain type of transaction.
• Reconcile issued checks for the day versus the Daily Cash Position Report right after trading hours.
• Monitor and prepare daily collections and submit status reports to concerned units.
• Processes and Prints Treasury Receipts for forwarding to the Accounting department in charge of posting the payments.
• Monitors documents sent to clients for their signature.
• Prepares Certification of Investments as requested by clients
• Other tasks that may be assigned from time to time that will support organisational goals and objectives.
• Graduate of any Business Course, Accounting or Financial Management ;
• With experience in documentation or related functions for at least one (1) year.
• Ability to pay attention to accuracy and detail.
• Active listener, taking time to understand the orders/instructions being given.
• Must be proficient in Word and Excel
• Good customer service skills
• Good communication
• Excellent problem-solving skills;