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Institutional Support (Fiscal Specialist)
University of Hawaii Maui College in Kahului, Hawaii
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Date Posted 03/10/2014
Admin-Institutional Research and Planning
Employment Type Fulltime
Application Deadline 03/24/2014
Title: Institutional Support (Fiscal Specialist) Position Number: 0078569T Hiring Unit: UH Maui College Location: Kahului, HI Date Posted: March 04, 2014 Closing Date: March 24, 2014 Band: B Minimum Monthly Salary: salary schedules and placement information Full Time/Part Time: Full Time Temporary/Permanent: Temporary - Not to Exceed: June 30, 2014 Funding: Special Other Conditions: Renewal subject to funding availability and job performance and possible conversion to permanent. To begin approximately 04/14. Duties and Responsibilities Provides professional level experience in support of all areas of the Business Office functions, including but not limited to budget execution, purchasing, cash management & specializing in extramural fund execution & management. Assists & advises Principal Investigators (PIs) & Project Directors (PDs) in preparing all Contract & Grant Proposals. Assists in providing financial review & analysis of budgets, recommending changes and/or revisions as necessary to ensure compliance with University, State, & Federal policies & procedures. Provides advice with regards to budget calculations in order to maximize resource allocations applying various Agency (Private, State & Federal) guidelines as well as those outlined by the Office of Research Services (ORS). Assists in advising PIs of the financial requirements of UH; & on the myriad of Administrative Procedures of the University (UH), ORS, the Research Corporation of the University of Hawaii; & of the various funding agency guidelines, policies & procedures. Upon award prepares the necessary documents to establish the account & budget in the UH’s Financial System. Provides fiscal support in the accounting of all extramural funds. Coordinates & prioritizes efforts to ensure the effective management of all Contracts, Grants, & Agreements. Assists in making recommendations by interpreting & keeping abreast of changing Federal, State, UH, & other funding agency guidelines, policies, & procedures in order to optimize the goals of the project. Monitors & maintains expenditure & income accounts via the UH’s Financial System & the Research Corporation of the University of Hawaii (RCUH). Monitors account expenditures & income for appropriateness & availability of funds, & prepare periodic financial statements for PIs illustrating trends & projections. Works with the PIs in the event of discrepancies in budget balances & takes the necessary steps to make adjustments to the account. Investigates the cause of the discrepancy & works with the PI in order to prevent future occurrences. Assists with coordinating re-budget requests in the event expenditures exceed the allowable deviation from the original budget. Reconciles College records with the UH’s computer generated reports. This includes researching problems with Departmental & Central Office Staff & may require the preparation of correcting documents. Reconciles actual payroll amounts to System generated reports. Prepares & approves Salary Transfers to correct erroneous payroll expenditures when necessary. Assists in explaining various fiscal reports & in preparing additional Campus extramural financial reports for internal & external use. Keeps program personnel appraised of current fund status. Provides Funds Management, Procurement, Disbursement & Property Management advice & training to PIs, PDs & their clerical support persons to facilitate Program objectives in compliance with external funding guidelines & procedures. Assists in overseeing the day-to-day management of various Contracts & Grants, including Personnel, Purchasing & Disbursements, & maintains accurate & timely records of & regularly reports on the financial status of each award. Audits, approves & processes fiscal & personnel documents for appropriateness, fund availability & compliance with State guidelines, funding agency terms and conditions, & UH Policies & Procedures. Reviews, approves & processes on-line RCUH purchasing & payment documents. Assures that expenditures are proper & reasonable & that proper supporting documentation is provided. Maintains RCUH purchasing & payment records for audit purposes. Instructs PIs on the appropriate methods of procurement when specialized purchases are required which are unique to the project. Makes recommendations in order to optimize the goals of the project while adhering to the appropriate policies & procedures. Reviews requisitions for Extramural Contracts & Grants, certifies the availability of funds to support such purchases & compliance with applicable funding agency regulations. Provides support in administering & directing the disbursement of funds for payment of all obligations. Assist with responding to, researching & resolving questions/discrepancies between Departmental & Central Office records. Contacts appropriate department/personnel/vendor to resolve fiscal related problems, ensuring resolution. Organizes and maintains a comprehensive filing system for fiscal documents, reports & ledgers for audit purposes. Reconciles all project accounts; monitors grant expiration dates; & assists PIs in the closeout of all projects. Assist with coordinating and preparing of all final financial reports to closeout the account. Assists in verifying & approving Cost Sharing & FTE Certification reports. Researches discrepancies, prepares, & approves appropriate adjustments. Assists in the maintenance, audit, & reconciliation of purchasing card (pCard) transactions. Verifies availability of funds, assures that expenditures are proper & reasonable & in compliance with applicable funding agency regulations & UH policies. Certifies that the appropriate account codes & object codes have been properly coded in the on-line credit card (pCard) program. Assists with the maintenance of campus inventory records, assuring proper identification & disposition of all equipment. Assists with conducting random physical inventory checks on an annual basis & resolves discrepancies. Assists with monitoring cash balances for all cash funds; reconciles cash reports to internal records, develops cash flow projections to determine availability of funds to meet program requirements. Assists in the development & implementation of policies & procedures to ensure proper accounting, reporting, & internal control systems are maintained. Assists in the preparation of campus financial reports for internal & external use, including income statements & statements of condition to analyze the financial conditions of programs & keeps program personnel apprised of current fund status. Assists the Fiscal Administrator (FA) in the management of the Business Office daily operations including but not limited to budget preparation & execution, purchasing, disbursing, cashiering, internal controls, researches & prepares financial reports. Assists the FA in conducting training programs for departmental staff, & in other administrative functions as required. Reviews & approves purchases for funds availability & appropriateness for all funds. Maintains purchasing authority up to $25,000. Responsible for planning, organizing, directing, & assisting with the workload of one full-time subordinate position, Institutional Support, Position No. 78872T. Responsible for training subordinate personnel & providing assistance with work-related questions or problems that may arise. Assists in the recruitment & selection of personnel. Routinely review subordinate’s work & evaluates performance of subordinate personnel & provides feedback. Participates in campus activities, especially in committees desiring a business operations representative or perspective & Contract & Grant administration. Acts as Fiscal Administrator in all of these areas during his/her absence. Assumes duties of other personnel in the Business Office during their absence. Other duties as assigned Minimum Qualifications Possession of a baccalaureate degree in Business Administration or Accounting and 3 year(s) of progressively responsible professional experience with responsibilities for financial/cost accounting, grants management, government accounting; or equivalent education/training or experience. Considerable working knowledge of principles, practices and techniques in the financial/cost accounting and grants management 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 government accounting and grant management. 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. Two years of progressively responsible experience in Grants Management. Considerable knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting. Considerable knowledge of generally accepted government accounting principles and techniques and fund accounting systems. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Desirable Qualifications Knowledge of State and University organization and processes. Familiar with State, University and Federal administrative policies and procedures. Ability to analyze, interpret, and apply financial and general administrative rules and regulations to a variety of work situations. Knowledge of the Research Corporation of the University of Hawaii rules and regulations and familiar with their Financial Management / Fiscal System. Knowledge of the University's rules and regulations and familiar with their Financial Management System (Kuali). Proficient in Microsoft applications and working knowledge in the use of Databases (ability to extract data and create reports). To Apply: To apply: Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64 ( standard format ) ( large format ), UH form 64 must be signed, resume, names with contact information (including email address) of 3 professional references and transcripts (copies are acceptable at time of application, however, official transcripts will be required at time of hire. Online academic record/grade summaries will NOT be accepted. Diplomas will NOT be accepted.) to the address below. All materials submitted becomes the property of the College. Faxed, e-mailed, or incomplete applications will not be considered. All requested documents/information must be received or postmarked by the closing date. Employment eligibility verification must be submitted at the time of hire. (A list of acceptable documents can be obtained from Immigration and Naturalization Services). Address: UH Maui College Personnel Office 310 W. Kaahumanu Avenue Kahului, HI 96732 Inquiries: David Tamanaha; 808-984-3253; davidt@hawaii.edu 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, domestic or sexual violence victim status, 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.
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