Fiscal Specialist, Position No. 80255

Description

Title: Fiscal Specialist

Position Number: 0080255

Hiring Unit: Administrative Services

Location: Leeward Community College

Date Posted: 06/20/2024

Closing Date: 07/05/2024 11:59 PM, HST

Band: Multi-level recruitment Pay Band A/B

Salary: Salary schedules and placement Information

Additional Salary Information: PBB; minimum $5,250/mo; PBA; minimum $4,307/mo.

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Multi-level recruitment. Position is classified at the Pay Band B level. If there are no qualified applicants at the Band B level, Pay Band A applicants may be considered. General funds, to begin approximately 08/24 pending availability of funds and actual staffing requirements.

Duties and Responsibilities:

Band B

(NOTE: * denotes Essential Functions)

• *Responsible for the review and approval of purchases below $25,000 for general, special, federal, trust and revolving funds by administering applicable Federal, State, RCUH, UH Foundation and University policies and procedures. Recommends approvals for purchases over $25,000 to the Research Corporation of the University of Hawaii (RCUH) and to the Office of Procurement Management Office (OPM).

• *Responsible for the review and approval of all personnel documents and student employment transactions via the Student Employment & Cooperative Education (SECE) system relating to general, special, federal, trust and revolving funds.

• *Provides professional level experience in support of the grant operations and management in the Business Office.

• *Reviews proposals and advises principal investigators (PIs) in the preparation of budgets for grant submittals.

• *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 which monitors and enforces the appropriate policies.

• *Provides information and guidance to forecast and review to maximize resource allocations such as personnel, indirect cost, travel, supplies, equipment, real property acquisitions, capital improvement projects, and contractual services.

• *Responsible for disbursing functions for all general, special, federal, trust 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.

• *Monitors account expenditures for appropriateness and availability of funds and prepares periodic financial statements for PIs and college administrators illustrating trends and projections.

• *Reviews and approves all purchases and personnel documents for fund availability and compliance with state and federal guidelines, funding agency guidelines, and UH policies and procedures.

• *Coordinates re-budgeting requests as necessary in the event expenditures deviate from the original budget.

• *Responsible for all projects' accounting reports such as cost sharing and FTE certifications.

• *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.

• *Provides periodic financial status reports, financial projection reports and account expenditure reports to various program heads, administrators and granting agencies.

• *Audits actual payroll amounts to system generated reports and initiates and follows up on salary overpayments when necessary. Prepares and approves salary transfers to correct erroneous payroll expenditures when necessary.

• *Maintains various financial management systems, account establishment and user maintenance for federal, general, special, trust and revolving funds.

• *Prepares closeout of accounts. Ensures that all expenditures have been posted to the account.

• *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.

• Other duties as assigned.

Duties and Responsibilities:

Band A

(NOTE: * denotes essential functions)

• *Responsible for the review and approval of purchases below $15,000 for general, special, federal, trust and revolving funds by administering applicable Federal, State, RCUH, UH Foundation and University policies and procedures. Recommends approvals for purchases over $15,000 to the Fiscal administrator and over $25,000 to the Research Corporation of the University of Hawaii (RCUH) or to the Office of Procurement Management (OPM).

• *Reviews and approves all personnel documents and student employment transactions via the Student Employment & Cooperative Education (SECE) system relating to all funds.

• *Supports grants operations in the Business Office and advises principal investigators (PIs) on budget preparation for grant proposals.

• *Disburses 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.

• *Reviews, audits and reconciles purchasing card transactions in a timely manner.

• *Assists in providing training for PIs, faculty, and staff on fiscal matters to facilitate program objectives in compliance with external funding guidelines and procedures.

• *Keeps abreast of changing federal, state, university, and other funding agency guidelines, policies, and procedures in order to optimize the goals of the project.

• *Responsible for all aspects of payroll, overload appointments, and overtime compensation; distributes paychecks and W2s for the College.

• *Provides periodic financial status reports, financial projection reports and account expenditures reports to various program heads, administrators and granting agencies.

• *Assists with account establishment and user maintenance for federal, general, special and revolving funds.

• *Establishes and maintains all accounts held at the University of Hawaii Foundation (UHF). Reviews and approves expenditures and receipt documents to ensure appropriate transactions within the UH Foundation rules and regulations.

• *Assists with Accounts Receivables for the college. Follows up on late payments, makes adjusting entries as necessary, implements process for write off of uncollectible accounts.

• *Assists in the oversight of the Revenue Generating and Financially Self-Sustaining programs and activities.

• Other duties as assigned

Minimum Qualifications:

Band B

• Possession of a baccalaureate degree in business administration and 3 year(s) of progressively responsible professional experience with responsibilities for financial/cost accounting, public administration, business administration, or management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• 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.

• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with financial 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.

• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

• Considerable knowledge of generally accepted governmental accounting principles and techniques and fund accounting system.

• Considerable knowledge of administrative policies and procedures typical of an institution of higher education.

• Considerable knowledge in creating and updating spreadsheets using various software programs.

• Considerable knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting.

Minimum Qualifications:

Band A

• Possession of a baccalaureate degree in business administration and 1 year of progressively responsible professional experience with responsibilities for accounting or business 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 business management, procurement, disbursing and financial management 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 extramural contracts and grants.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business management, procurement, disbursing and financial management.

• 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.

• Considerable knowledge in creating and updating spreadsheets using various software programs.

• Considerable knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting.

Desirable Qualifications:

Band B

• Prior university experience with grants management.

• Knowledge of RCUH rules and regulations.

• Knowledge of the Kuali Financial System (KFS).

• Knowledge of UH Foundation rules and regulations.

• Knowledge of state, university, and federal administrative policies and procedures

Desirable Qualifications:

Band A

• Considerable knowledge of generally accepted governmental accounting principles and techniques and fund accounting systems.

• Knowledge of administrative policies and procedures typical of an institution of higher education.

• Prior university experience with grants management.

• Knowledge of RCUH rules and regulations.

• Knowledge of the Kuali Financial System (KFS).

• Knowledge of UH Foundation rules and regulations.

• Knowledge of state, university, and federal administrative policies and procedures.

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

1.Cover letter explaining how you meet the minimum and desirable qualifications,

2.Resume,

3.Graduate and undergraduate transcript(s) showing the name of institution, degree conferred 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.) All degree(s) and/or credit(s) must be earned from regionally or nationally accredited postsecondary colleges and universities recognized by the U.S. Secretary of Education. 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).

Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. If multiple applications are received from the same candidate, only the last one will be reviewed. The application will be considered incomplete if any of the required documents/materials are not included or 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 of the advertisement. Please REDACT references to social security numbers and birthdate on submitted documents. All requested documents/information become the property of Leeward Community College and will not be returned.

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

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 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: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

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/

Agency University of Hawaii

Department Leeward Community College Address 96-045 Ala Ike

Pearl City, Hawaii, 96782

Website http://workatuh.hawaii.edu