Administrative and Fiscal Support Specialist - Business Office (0079510) bei University of Hawaii

About the Department

The University of Hawai‘i, Kapi‘olani Community College, Office of the Vice Chancellor for Administrative Services - Business Office is seeking applications for an Administrative and Fiscal Support Specialist position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below:

Position Title: Administrative and Fiscal Support Specialist

Location: Kapi‘olani Community College

Salary: Salary schedules and placement information

Pay Band: A

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

Introduction

Kapi‘olani Community College’s Business Office is responsible for all fiscal, budgetary, grants management, and property management functions at the College. The Business Office coordinates accounting and financial records; manages the procurement process; manages payroll; receives and accounts for cash (oversees the cashier functions carried out in other units); prepares and executes operational and capital budgets; manages contracts and grants; Controls inventory and fixed assets; and develops and implements applicable policies and procedures.

Duties and Responsibilities

(Note: ** denotes essential functions)

1. **Responsible for approving purchases below $15,000 by reviewing for appropriateness, compliance with applicable policies and procedures, and availability of funds. 

2. **Prepares the issuance of appropriate fiscal and procurement documents.  This also includes reviewing and approving documents for compliance with budgets and University policies and procedures.

3. **Responsible for the timely and accurate input of all timesheets and payroll into the TAPS System for Casual and Overload appointments. Resolves discrepancies as necessary in conjunction with the Senior Fiscal Administrator.

4. **Responsible for the timely and accurate approval and oversight of all payments for the Student Employment timesheet. Resolves discrepancies as necessary in conjunction with the Senior Fiscal Administrator.

5. **Responsible for the accurate keeping of the Capital and Non-Capital Asset Inventory. Ensure all equipment on campus is properly recorded and accounted for. Resolves discrepancies as necessary.

6. **Assists in the oversight of the revenue-generating and Financially Self-Sustaining Programs and Activities.

7. Assists in the oversight and maintenance of the Kuali Financial System access for Kapiolani Community College.

8. **Ensures that all payments are reconciled properly to the Kuali Financial System. Makes adjusting entries as necessary.

9. Assists the Accounts Payable system for Kapiolani Community College Offices, initiating follow-up with vendors, departmental staff, campus administrators, and University personnel as necessary to ensure timely and proper payments.

10. **Utilizes judgment to make decisions in rush payment situations.

11. Assists the Accounts Receivable for Kapiolani Community College. Follows up on late payments; makes adjusting entries as necessary; implements process for write-off of uncollectible accounts.

12. Responsible for the accurate filing of all fiscal documents.

13. Recommends changes in internal policies to ensure effectiveness & efficiency in operations.

14. Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures.

15. Fields questions independently on routine procurement and fiscal matters, seeking guidance from the supervisor only on unusual, complex, or sensitive situations.

16. Works in conjunction with the Senior Fiscal Administrator to assist campus administrators, University officials, and outside vendors in resolving problem situations.

17. Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related fields and 0 year(s) of progressively responsible professional experience with responsibilities for Accounting, Auditing, Finance, or Management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• Functional knowledge of principles, practices, and techniques in the area of governmental accounting, finance, or business administration as 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 higher education or business management.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the governmental accounting or business management field.

• 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:

• Familiarity with the University's administrative and budgeting policies and procedures.

• Familiarity with the University's financial management system, Kuali, and RCUH Financial Portal.

• Familiarity or work experience with the Kuali Financial System (KFS).

• Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.

• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting and personnel systems.

• Evidence of strong organizational, communication, and interpersonal skills.

• Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

1. Cover letter;
2. Resume;
3. The names and contact information (telephone number and email addresses) of at least three professional references; and
4. Official 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.) Transcripts issued 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. The expense of the evaluation shall be borne by the applicant.
   • Academic record/grade summaries will NOT be accepted
   • Diplomas and copies will NOT be accepted
     

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Kapi‘olani Community College and will not be returned.
• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).
• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.
• If you have not applied for a position before using NEOGOV, you will need to create an account.

Position Duties

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

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: https://www.hawaii.edu/titleix/help/campus-security/, 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: https://www.hawaii.edu/offices/eeo/accommodation-request/