Administrative Support (Senior Fiscal Specialist) 80255

Location : Pearl City, HI
Job Type: Full-Time Permanent
Job Number: 2024-00048
Department: Leeward Community College
Division: Admin Director's Office
Opening Date: 01/09/2024
Closing Date: 1/23/2024 11:59 PM Hawaii
Position Number:: 80255
Description
Title: Administrative Support (Senior Fiscal Specialist)
Position Number: 80255
Hiring Unit: Administrative Services Director's Office
Location: Leeward Community College
Date Posted: 01/9/2024
Closing Date: 01/23/2024 11:59 PM, HST
Band: B
Salary :
Additional Salary Info: PBB, minimum $5,000/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions: General funds, to begin approximately 3/24 pending availability of funds and actual staffing requirements.
Duties and Responsibilities:
(NOTE: ** denotes essential functions)

1. **Responsible for review and approval of purchases and personnel documents by administering applicable Federal, State, RCUH, UH Foundation (UHF) and University policies and procedures. Encompasses full range of funding sources to include general, special, federal, and revolving funds.
2. **Provides professional level experience in support of the grants operations and management in the Business Office.
3. **Reviews proposals and advises principal investigators (PIs) in the preparation of budgets for grant submittals.
4. **Reviews and approves purchases below $25,000 for all funds, reviewing for appropriateness, compliance with applicable policies and procedures and availability of funds. Ensures purchases are according to budget plan.
5. **Recommends approval of purchases equal to or greater than $25,000 to the University of Hawaii Office of Procurement Management and RCUH. Ensures purchases are according to budget plan.
6. **Acts as the liaison and assists in resolving problems between the PIs and the various university system offices, state and federal agencies, and private organizations that monitor and enforce the appropriate policies.
7. **Provides advice with regard to expenditure calculations in order to maximize resource allocations such as personnel, indirect cost, travel, supplies, equipment, real property acquisitions, capital improvement projects, and contractual services.
8. **Advises potential PIs of the financial requirements of the University; and on the myriad of administrative procedures of the UH, Office of Research Services (ORS), the Research Corporation of the University of Hawaii (RCUH); and various funding agencies.
9. **Responsible for disbursing functions for all general, federal, special and revolving account payables for the College. Ensures that all payments are made on a timely basis and in accordance with all applicable policies and procedures.
10. **Monitors account expenditures for appropriateness and availability of funds and prepares periodic financial statements for PIs and college administrators illustrating trends and projections.
11. **Advises and trains PIs, faculty, and staff on fiscal matters to facilitate program objectives in compliance with external funding guidelines and procedures.
12. **Instructs PIs on the appropriate methods of procurement when specialized purchases are required which are unique to the projects and programs.
13. **Coordinates re-budgeting requests as necessary in the event expenditures deviate from the original budget.
14. **Makes recommendations by interpreting and keeping abreast of changing federal, state, university, and other funding agency guidelines, policies, and procedures in order to optimize the goals of the project.
15. **Responsible for all projects' accounting reports such as cost sharing and FTE certifications. Researches expense discrepancies, prepares, and approves appropriate adjustments.
16. **Assists in the development and implementation of internal policies and procedures to ensure proper accounting, reporting, and internal control systems to ensure effective and efficient operations.
17. **Supervises subordinate Business Office staff responsible for all aspects of account receivables, the processing of payroll, overload appointments, and overtime compensation; distributes paychecks and W2s for the College.
18. **Approves student employment transactions via the Student Employment & Cooperative Education (SECE) system.
19. **Audits all payments and actual payroll amounts to system-generated reports. Prepares and approves adjusting/correcting entries as needed. Prepares salary transfers to correct erroneous payroll expenditures when necessary.
20. **Maintains various financial management systems account establishment and user maintenance for federal, general, special and revolving funds.
21. **Establishes, manages, and maintains all accounts held at the UHF. Reviews and approves expenditures and receipt documents to ensure appropriate transactions within UHF rules and regulations.
22. **Advises and instructs account administrators on the appropriate methods of procurement and cash receipt in accordance with UHF policies and procedures.
23. **Assists and advises the Fiscal Administrator (FA) and Assistant Fiscal Administrator (Asst FA) in the management of the Business Office daily operations including but not limited to budget preparation and execution, purchasing, disbursing, cashiering, fiscal management, internal controls, financial reporting and contracts and grants management.
24. **Prepares closeout of accounts. Ensures that all expenditures have been posted to the account.
25. **Responsible for generating and maintaining advance accounts on extramural funds. Ensures that all grants with pending execution of an award has adequate funds and timeframe to continue daily operations.
26. **Works closely with Office of Planning, Policy and Assessment (OPPA) office to coordinate pre-award and post-award transactions as well as the procurement of goods and services.
27. **Calculates FTE breakdown of salary when cost is shared between multiple accounts or a daily rate for a partial month. Prepares Salary Transfers to correct erroneous payroll expenditures when necessary.
28. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in business administration and 4 years of progressively responsible professional experience with responsibilities for financial/cost accounting, public administration, business administration, or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of financial management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with financial management.
4. Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Considerable knowledge in creating and updating spreadsheets using various software programs.
10. Considerable knowledge of generally accepted governmental accounting principles and techniques and fund accounting systems

Desirable Qualifications

1. Knowledge of administrative policies and procedures typical of an institution of higher education.
2. Prior university experience with grants management.
3. Knowledge of RCUH rules and regulations.
4. Knowledge of the Kuali Financial System (KFS).
5. Knowledge of UH Foundation rules and regulations.

Application Submission:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.
Documents include:
1. Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (Copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire. Diplomas and copies will NOT be accepted.) Degree(s) and/or credit(s) must be awarded from a Regionally Accredited Institution. Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.) NOTE: Transcripts must be attached to receive credit for degree(s).
2. A brief one-page cover letter explaining how you meet the minimum and desirable qualifications;
3. Resume.
Separate documents and application materials must be submitted for each position. If multiple applications are received from the same candidate, only the last one will be reviewed. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking transcripts will be reviewed on work experience equivalency to meet minimum qualifications (MQs). MQs must be met by the closing date. Please REDACT references to social security numbers and birth date on submitted documents. All requested documents/information become the property of Leeward Community College and will not be returned.
Note: Please create a new account if this is your first time applying for a position in NeoGov.
Inquiries:
Leeward Community College
Human Resources Office
808-455-0326
lcchr@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i is an 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: