Administrative & Fiscal Support Specialist (Pos#78450) READVERTISEMENT - Honolulu, United States - University of Hawaii System

Description

READVERTISEMENT

Title:
Administrative & Fiscal Support Specialist


Position Number:

Hiring Unit:
STUDENT AFFAIRS, DN S & S SVS, STUDENT LIFE & DEVELOPMENT


Location:
UH at Manoa


Date Posted:
April 29, 2024


Closing Date:
May 13, 2024


Band:
A


Salary :
salary schedules and placement information


Full Time/Part Time:
Full-time

Month: 11-month


Temporary/Permanent:
Permanent

Duties and Responsibilities

• Audits and gives preliminary approval for all fiscal documents submitted.
• This includes checking for accuracy and proper coding of account codes, object symbols, supporting documentation, proper form and format, and compliance with annual operating budgets;

* and verifying that purchases fall within the guidelines of State of Hawaii and University of Hawaii purchasing and disbursing policies and procedures.

• Prepares fiscal documents such as purchase orders, inter-departmental orders, general error corrections, disbursement vouchers, travel documents, contracts, and contract encumbrance forms for payment processing to central systems offices for approval to authorize disbursement and /or encumbrance of funds in a timely manner.
• Verifies proper receipt of goods and/or services and resolves any discrepancies before processing payment requests.
• In the event of inconsistency between orders and invoices, research is conducted and proper correction documents are initiated, processed, and approved as needed. Follows up on all complaints and requests for late payment.
• Verifies charges and credits made to various revenue sources within the department. Includes verifying records and billing for reimbursements for copy machine use, long distance telephone charges, and utility charges.
• Reviews receipts and documentation for departmental purchasing cards, reconciles and reallocates charges in the University's financial system.
• Makes recommendations for internal accounting controls and procedures to adhere to generally accepted accounting principles and practices.
• Responds to inquiries and resolves situations involving special transaction requests of student organizations (i.e. stipends, purchasing of prizes, non-personal service contracts, revenue collection procedures).
• Follows up on inquiries from external vendors, student volunteers, University departments, and staff regarding departmental interpretation of UH fiscal policies and procedures.
• Confers with Central Administration personnel and prepares adjustment and correction documents to correct discrepancies. Works with students and/or staff to assist with corrective actions.
• Maintains records of utility consumption for comparison data. Extracts and compiles expenditures for various repair and maintenance projects. Researches for trends and conducts other costs analysis for administrative officer's review.
• Audits and gives preliminary approval for all travel forms for the branch. In addition to staff travel, directs and monitors student travel grants for the Graduate Student Organization and Associated Students of UH.
• Makes recommendations and proposes changes to departmental procurement procedures and requirements.
• Serves as alternate petty cash custodian. Handles cash in absence of custodian and ensuring proper coding of transactions and processing replenishments as necessary. Assists with the implementation of the Campus Cash program including but not limited to handling the deposits, generating revenue reports and disbursement of funds to various program vendors. Oversees and reviews department's daily deposits that are processed by support staff, ensuring proper documentation and coding of transactions.
• Checks and reconciles daily deposit records and other support documentation against Central Administration records. In the event of staff absence, this position is responsible for ensuring that daily deposits are handled efficiently and effectively.
• Maintains files and payment documents for expenditure and revenue contracts, verifying due dates and expiration of contracts.
• Notifies appropriate section heads to initiate necessary updates and/or modifications thereto.
• Contracts maintenance responsibilities for the Campus Center, Hemenway Hall and the Warrior Recreation Center including
• Large capital improvement projects such as renovations, as well as equipment purchase contracts, event coordination contracts, and revenue contracts for the use of space in the Campus Center Complex.
• Responsible for tracking contract expenditures and balances, notifying the Administrative Officer when there are discrepancies and/or contract term expires.
• Serves as a source of support for services involving financial management, contract management, or other technical or functional areas. Provides some technical advice to students and advisors of chartered student organizations.
• Assists in the coordination of daily operations and activities of the Fiscal Office, including hiring, training, supervising and coordinating workload of student assistants.
• Assists other staff in preparing, processing, reviewing and submitting all forms, reports and correspondence for personnel transactions (recruitment, hiring, evaluation and termination).
• Aids in the preparation, processing and submission of forms for payroll transactions for all employees.
• Assists in maintaining departmental personnel records in accordance with University policies.
• Oversees and maintains filing system for fiscal documents. Ensures files are in retrievable order for six (6) years.
• Assists the Fiscal Administrator with creating detailed financial reports and data analysis from the eThority web based system.
• Responsible for the upkeep and maintenance of the central departmental Administrative Procedures Manual, Business Affairs Circular, and price lists.
• Assists the Fiscal Administrator in dissemination of this information to staff advisors and student managers.
• Assists program personnel (student volunteers and clerical support personnel) in understanding the financial aspects of their programs in order for them to effectively implement program plans.
• Assists the Fiscal Administrator in developing and presenting fiscal orientation workshops and training to departmental program personnel to keep them abreast of changes in policies and procedures.
• Supervises and trains fiscal student assistants as assigned. Monitors their progress and tasks assigned to them for thoroughness and completion.
• Develops training manuals to assist staff/students with fiscal procedures and processing of fiscal documents.
• Serves as a member of the branch's team, providing administrative direction for departmental projects and assignments as appropriate.
• Keeps abreast of policies and procedures of the different student organizations and branch programs to adequately address concerns of each group when appropriate.
• Assists Fiscal Administrator in drafting edits of, and/or evaluating proposed changes to departmental policies and procedures.
• Participates via institutional and/or personal membership in relevant professional associations.
• Serves as a passport agent and assists the Ticket and Information office with packaging passports for mailing.
• Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in business administration or a related field; and 1 year(s) of progressively responsible professional experience with responsibilities for accounting and fiscal administration; or equivalent education/training or experience.
• Functional knowledge of principles, practices and techniques in accounting and fiscal administration demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with accounting & fiscal administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal or human development areas.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.

Desirable Qualifications

• Ability to prepare and administer a budget, review financial reports, and discern trends and concerns from such reports.
• Ability to work effectively with multicultural populations and establish and build effective working relationships.
• Ability to work outside normally scheduled business hours including evenings, weekends, and/or holidays as necessitated by branch requirements.
• Ability to apply legal and policy provisions to situations consistently.
• Ability to multi-task and perform in a high paced environment.
• Attentive to details.
• Demonstrate ability to communicate effectively in writing and verbally.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.

Applicant must submit the following:
(1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information (including telephone number and email addresses) of at least three professional references and (4) official transcripts with confidential information (i.e. social security number, birth date) redacted. A copy of transcripts is acceptable at time of application; however, originals are required upon hire. Incomplete applications will not be considered.

Note:
If you have not applied for a position before using NeoGov, you will need to create an account.


Inquiries:
Eddie Robles;

EEO/AA, Clery Act, ADA

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

For more information or inquiries regarding these policies, please refer to the following link:

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies.

As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request:
The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).

Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.

Determination on requests for reasonable accommodation will be made on a case-by-case basis.

For further information, please refer to the following link:

Agency University of Hawaii

Website