Pre-Audit Clerk I, II - Vendor Payment Unit

Description

This posting is being used to fill various Pre-Audit Clerk positions at the specified location. The authorized level of the position is Pre-Audit Clerk II. Applications are being accepted down to the Pre-Audit Clerk I in the event of recruiting difficulties.

Salary Range:

Pre-Audit Clerk I, SR-11: $3,318.00 per month

Pre-Audit Clerk II, SR-13: $3,589.00 per month

Examples of Duties

• Examines the more difficult and complex voucher claims;

• Examines all contracts prior to certification of funds by the Comptroller;

• Verifies contracts for compliance with statutes;

• Advises the Uniform Accounting and Reporting Branch as to the proper appropriation to be charged;

• Prepares documents necessary for the comptroller's approval on contract amendments;

• Audits travel advances and reports, and prepares reports to be used as source documents for adjusting entries in travel accounts;

• Examines subsidies and grants against the State to verify that they are in accordance with the law;

• Reviews and controls electronic data processing input and output data;

• Analyzes reported errors after payroll runs and takes corrective action;

• Instructs subordinates on proper document control, search techniques and procedures;

• In certain cases, determines the propriety and validity of payments to employees;

• Explains new procedures, interpretations and application of laws, rules and regulations to departmental payroll clerks;

• Answers inquiries from employees and departments pertaining to payroll matters;

• Assists in the drafting of departmental instructions and procedures;

• When requested, represents the branch in meetings with departmental payroll and fiscal personnel;

• Trains new employees; instructs and advises staff on new procedures, rules, regulations, laws, contract provisions, etc;

• Plans and organizes work to maintain quality and work flow;

• Participates in the development and implementation of policies, procedures and work methods;

• Prepares drafts of instructions and memos;

• Provides expert assistance to departmental staff;

• Prepares and/or coordinates the preparation of reports.

Minimum Qualifications

Experience Requirement: Except for the substitutions provided for in these specifications, applicants must have had progressively responsible experience of the kind and quality described below and in the amounts shown in the following table:

Class TitleGeneral Exper (years)Specialized Exper (years)Pre-Audit Exper (years)Spvry Exper (years)Total Exper (years)Pre-Audit Clerk I10001 Pre-Audit Clerk II12104

General Experience: Responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.

Specialized Experience: Responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices and statements.

Pre-Audit Experience: Progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other request for payment for completeness, accuracy, legality and propriety.

Allowed Substitutions of Education for Experience:

• Graduation from high school may be substituted for one-half year of General Experience.

• Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college or at a business or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines may be substituted for the one year of General Experience provided the duration of the training was for a year or more.

• Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college, business or technical school which was for a period of less than one year may be substituted for General Experience on a month-for-month basis provided the training included courses in basic English, arithmetic, general clerical procedures and office machines.

• Successful completion of half a school year of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for six months of General Experience. Successful completion of one school year (of a program of more than one year in length) of: Substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.

• Successful completion of one school year (of a program of more than one year in length) of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.

• Successful completion of a substantially full-time equivalent bookkeeping or accounting curriculum leading to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for the General Experience or the Specialized Experience on the basis of one year of such training for one year of experience, up to a maximum of two years of General or Specialized Experience.

• Successful completion of one school year of (more than one year program) a substantially full-time accounting curriculum which normally leads to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for one year of General or Specialized Experience.

• Education in an accredited university in a Baccalaureate program with courses in English composition and college mathematics may be substituted for experience on the basis of fifteen semester hours for six months of General Experience, up to a maximum of one year of General Experience.

• Education in an accredited university in a Baccalaureate program may be substituted for experience on the basis of fifteen semester hours for six months of Specialized Experience, provided the fifteen semester hours included at least three semester hours in accounting or auditing courses, up to a maximum of two years of Specialized Experience.

Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.

Supplemental Information

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

• A copy of the applicant's TA History Report or equivalent system-generated report;
• A signed letter from the applicant's supervisor that includes the applicant's name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
• Copies of the applicant's signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

12-month civil service and SSP employees enjoy a range of competitive benefits:

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.

• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.

• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.

• Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.

• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.

• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.

• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.

• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.

• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.

• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.

• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.

• Social Security: As an employer, the State also contributes to an employee's social security account.

• Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.

• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.

01

JOB PREFERENCES: What types of positions are you interested in? Please select as many preferences for which you are available. Depending on needs, you may still be referred to position types that do not match your chosen preferences.

• Permanent, Full Time

• Permanent, Part Time

• Temporary, Full Time

• Temporary, Part Time

02

GENERAL EXPERIENCE REQUIREMENT:

Do you have one (1) year of responsible clerical experience which demonstrated the knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations?

• Yes

• No

03

SPECIALIZED EXPERIENCE REQUIREMENT:

Do you have two (2) years of responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices, and statements?

• Yes

• No

04

SPECIALIZED EXPERIENCE REQUIREMENT (Cont.):

If you answered "Yes" to the question above, please list and describe your experience(s). In your description(s), please include all the following items:

A. Name of your employer;

B. Name and job title of your immediate supervisor;

C.Your job title;

D. Describe your primary duties and responsibilities;

E. A detailed description of your clerical work experience in the preparation and keeping payroll records; and,

F. A detailed description of your clerical work experience in the preparation and processing of vouchers, invoices, and statements.

The information provided below MUST be listed in the experience section of your application. Failure to provide sufficient detailed information may result in your application being rejected.

If you answered "No," please type "None" in the space provided.

05

PRE-AUDIT EXPERIENCE REQUIREMENT:

Do you have at lease one (1) year of progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other requests for payment for completeness, accuracy, legality, and propriety?

• Yes

• No

06

PRE-AUDIT EXPERIENCE REQUIREMENT (Cont.):

If you answered "Yes" to the question above, please list and describe your experience(s). In your description(s), please include all of the following items:

A. Name of your employer;

B. Name and title of your immediate supervisor;

C. Your job title; and,

D. A detailed description of work experience which involved the examination and verification of invoices, vouchers, statements and other requests for payment for completeness, accuracy, legality, and propriety.

Note: The information provided below MUST be listed in the experience section of your application. Failure to provide sufficient detailed information may result in your application being rejected. If you answered "No," please type "none" in the space provided.

07

SUBSTITUTION OF EDUCATION FOR EXPERIENCE:

Do you plan to utilize one of the allowable post-secondary education substitutions for experience?

Note: If "YES," you MUST provide a copy of your official transcripts to receive credit for the coursework.

• Yes

• No

08

TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS:

Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application.

If these documents are NOT received by the deadline, your application may be rejected.

• I understand, and will submit the required documents to CSSP Recruitment within ten (10) calendar days.
• I understand, but I will not submit the required information. I understand that my application may be rejected.
• I have previously submitted my verifying documents for another recruitment.

Required Question

Agency Hawaii State Department of Education

Address P.O. Box 2360

Honolulu, Hawaii, 96804

Website https://www.hawaiipublicschools.org