Title: Institutional Support (Fiscal Specialist) Position Number: 0078570 Hiring Unit: Business Office Location: Honolulu Community College Date Posted: May 31, 2013 Closing Date: June 24, 2013 Band: B Minimum Monthly Salary: salary schedules and placement information Additional Salary Information: $3,876 minimum/monthly Full Time/Part Time: Full Time Temporary/Permanent: Permanent Other Conditions:
General funds to begin approximately 8/1/13, pending position clearance, availability of funds, satisfactory performance and program needs.
Duties and Responsibilities
Provide training and guidance in procurement process to faculty, staff and advise programs on all applicable policies.
Manage & resolve discrepancies involved with expenditures, encumbrances and balances for all accounts ensuring accuracy, appropriateness & compliance with policies & procedures. Recommend appropriate action to the Chief Administrative Officer.
Review documents of purchases up to $25,000; ensure timely and accurate execution of large purchase documents.
Assist in the audit of documents for completion, and ensure that required enclosures are properly submitted by the departments.
Advise program and grants management staff of all University and RCUH purchasing requirements.
Monitor all procurement orders.
Oversee the distribution, logging and utilization of purchase orders and other purchasing and payment documents.
Manage the distribution all confirmed, faxed, or any unusual orders made by the College.
Responsible for notifying programs of any updates or changes in e-purchasing, e-travel and e-FMIS systems. Prepare working procedures as necessary and or train staff as required.
Respond to inquiries from vendors, contractors, RCUH and University Procurement and Disbursing offices relating to correct procedures and provides factual information.
Compose correspondence relating to purchasing and/or payment for the Chief Administrative Officer approval.
Oversee the maintenance of internal fiscal information in accordance with established procedures for purchasing, payments and cash collections.
Compile and consolidate annual fiscal year-end reports for Chief of Administrative officer for submission to Central Office.
Oversee the audit & review of pcard purchases, which includes review of pcard logs, reconciling on-line ledgers, correcting entires to adjust changes in account codes or object symbols, & confirm monthly central reports.
Responsible for fiscal accountability and documentation of procurement/acquisitions, receipts, and records.
Oversee the process for proprietary or sole source purchases and insure compliance with applicable laws, University policies, procedures, rules and regulations.
Review & process all travel requests to include airline, hotel & ground transportation & calculating per diem based on federal standards for both UH & RCUH projects, in compliance w/UH/RCUH procurement rules & regs & contract agreements.
Assist Business Office staff in interpreting rules, regulations, procedures, policy and/or contract compliance.
Under the direction of Chief of Administrative Officer, reconcile budget status reports with departmental records.
Assist with the review and maintenance of purchasing card usage and ensure expenditures are proper and reasonable.
Plan, review and develop cash procedures.
Provides expertise and serves as resource person in areas of cash handling and accounts receivables.
Oversee all payments and deposit of collections and insures on a timely basis.
Train, provide support & advise college staff & faculty in the areas of travel to ensure compliance to UH policies & procedures & federal regulations.
Providing training to staff & student assistants in the Business Office on daily operation of the Business Office including customer service skills & problems & the proper use of Business Office tools such as FMIS, e-purchasing, e-travel & Banner.
Supervise, coordinate, monitor & evaluate assigned office assistants. Assist in resolving issues & concerns among Business Office staff and student assistants.
Oversee and resolve Veteran Affairs issues in coordination with Admissions and Records Office in the area of receiving wire transfers and issuing student refunds.
In the absence of the Chief and Assistant Administrative Officers, resolve problems, carry out oversight responsibility for the Busines Office operation.
Under the advisement of the Chief of Administrative Officer, develop & update procedures in the Business Office to ensure compliance of current policies, procedures, regulations, directives & state & Federal statutory requirements.
Manage all incoming electronic funds in the areas of Veteran's Affair, Financial Aid and childcare program.
Assist in review of all purchases.
Compile and consolidates annual fiscal year-end reports for Chief of Administrative Officer for submission to Central Office.
Assist departments in the preparation of specifications for services, supplies or equipment when solicitation bids through the University's SuperQuote system.
Review & process all travel requests to include airline fare, hotel & ground transportation & calculate per diem based on federal standards for UH & RCUH projects, in compliance w/UH/RCUH procurement rules, regulations & collective bargaining agreements.
Assist in the continual process of updating guidelines to Business Office staff in interpreting rules, regulations, procedures, policies and/or contract compliance.
Oversee the planning and developing of cash handling procedures for Business Office and other departments within the College.
Supervise and train four employees in fiscal purchasing and payments and cashiering on a daily basis.
Resolve discrepancies involved discrepancies involved with expenditures, encumbrances and balances for all accounts.
Compile and consolidate annual fiscal year-end reports.
Review and monitor procurement of equipment and supplies, including preparation of specifications and securing appropriate bids from vendors.
Perform complex tasks using BANNER to research issues related to student tuition and fees, financial aid, disbursement and refunds, 3rd party payments and financial hold obligations.
Manage fiscal purchasing and payments operations and cashiering.
Train, provide support and advise college faculty and staff in the areas of travel to ensure compliance to University policies and procedures and federal regulations.
Manage and responsible for the reconciliation of institution online payment system (Touchnet) transactions in regards to online application fees, Parent Plus & Unsubsidized Loans. Resolve issues with UH Central Office.
Knowledge of BANNER system to resarch isues relted to student tuition and fees, financial aid disbursements and refunds, 3rd party payments and financial hold obligations.
Supervise, coordinate, monitor and evaluate assigned office assistants. Assist in resolving issues and concerns among Business Office staff and student assistants.
Other duties as assigned
Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and administrative support; or equivalent education/training or experience.
Considerable working knowledge of principles, practices and techniques in the fiscal and administrative support as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with fiscal and administrative support.
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.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
One year of supervisory work experience required.
Knowledge of the administrative services policies and procedures of the University.
Experience in using personal computers and word processing, accounting and data base software applications.
Knowledge of the Financial Management Information System (FMIS) and BANNER student information system.
Ability to establish and maintain effective working relationships with system level officials, campus administrators, faculty, staff and the general public.
To Apply: Submit APT Application for Employment UH Form 64 ( standard format ) ( large format ), license(s), transcripts(s) showing degree and coursework to date appropriate to the position and verifying minimum educational qualifications (official or copy), and resume to the address below. On-line transcripts or academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted. Additional documentation such as letter of application describing how the applicant meets the minimum qualifications and desirable qualifications in relation to stated duties, and three letters of recommendation attesting to job performance and personal character are welcome. Separate documents and application materials must be submitted for each position. All requested documents/information must be postmarked by the closing date and become the property of the college. Original signature required on application. Failure to submit all required documents shall deem an application to be incomplete and will not be considered. No electronic transmissions will be accepted. If selected for the position, appointment is contingent upon verification of all minimum qualifications and any additional qualifications used to justify an above minimum salary, including official transcript(s), license(s), certificate(s), and work experience documentation. (In order to be official, transcripts must have the official seal and be mailed directly from the degree-granting institution. Transcripts may not be stamped as issued to student or as a student copy. Ask the Registrar to send the transcript to the attention of Brian Furuto, Interim Vice Chancellor of Administrative Services. Minimum qualifications must be met by the closing date. Address:
Brian Furuto, Interim Vice Chancellor of Admin Services
Honolulu Community College
874 Dillingham Blvd.
Honolulu, HI 96817
The University of Hawaiʻi 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, national guard absence, or status as a covered veteran.
Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.
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 Hawaii may be viewed at: http://ope.ed.gov/security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10A 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.