Administrative Assistant Job at University of Hawaii
Description
Title: Administrative Support (Fiscal Specialist)
Position Number: 0096933
Hiring Unit: Administrative Services
Location: Windward Community College
Date Posted: May 11, 2023
Closing Date: June 05, 2023
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent
Other Conditions: To begin approximately July 2023, subject to funding and program needs.
Duties and Responsibilities
Provides oversight and management of contracts and grants accounts and activities, as it relates to review of budget proposals, maintenance of the accounts, and close out of the awards.- Acts as the liaison between campus Principal Investigators (PIs) and the various University of Hawaii (UH) System offices (i.e., Office of Research Services, Research Corporation of the University of Hawaii), state and federal agencies, and private organizations which monitor and enforce appropriate policies and procedures.
- Provides PIs with reports and financial projections using the Jasper reporting system. Advises PIs with regards to expenditure calculations to maximize resource allocations, such as personnel, indirect cost, travel, supplies, equipment, real property acquisitions, capital improvement projects, and contractual services.
- Reviews, audits and approves extramural funded purchases, payments and/or personnel documents (student employment, casual, etc.) to ensure fund availability and compliance with federal guidelines, funding agency guidelines, and UH policies and procedures.
- Instructs PIs on the appropriate methods of procurement when specialized purchases, unique to the project, are required. Makes recommendations to optimize the goals of the project while adhering to the appropriate policies and procedures.
- Reconciles all project accounts monthly, to include, examining data and source documents and preparing reports summarizing information. Advises PIs of any budget overruns or shortfalls prior to grant expiration date. Reclassifies transactions posted to the continuation accounts and clears project account deficits.
- Coordinates re-budgeting requests with PI and appropriate UH offices, as necessary in the event expenditures deviate from the original budget.
- Conducts quarterly meetings, or as needed, with PIs to provide current budget with payroll projections, reviews any grant concerns or issues, resolves any problems or concerns, asks for upcoming expenditures for the upcoming quarter.
- Resolves complex fiscal problems and situations that may require research and networking with UH System offices and/or external agencies. Prepares and approves the appropriate Kuali Financial System (KFS) documents to correct erroneous expenditures (invalid account/object code, etc.). Collaborates with campus departments and PIs to implement corrective measures to prevent future occurrences.
- Monitors grant expiration dates and assists PIs in the closeout of all projects. Coordinates with UH offices to confirm and certify final expenditure figures to close out account.
- Develops and conducts a training program for new PIs and staff on fiscal matters (purchasing, payments, etc.) to facilitate program objectives in compliance with external funding guidelines and procedures. Creates on-line tutorials and other training materials, using slide presentation software (PowerPoint), to supplement in-person training.
- Annually approves and certifies accounting reports of all projects, such as cost sharing and FTE certifications, in the Kuali Financial System (KFS).
- Reviews and approves vendor terms and conditions, memorandum of agreements, contracts and other fiscal related documents, in accordance with established policies and procedures.
- Participates in internal and external audits.
- Assists the Fiscal Administrator in creating new account codes, updating account attributes, and maintaining the campus chart of accounts.
- Assists the Fiscal Administrator with preparation of various reporting requirements, such as, Fiscal Year End (FYE) entries and reports.
- Assists with providing training to campus departments when new processes arise due to implementation of new or updated systems, or changes to University policies and procedures.
- Updates and maintains the Business Office intranet webpage.
- May act on behalf of the Fiscal Administrator as needed.
- Other duties as assigned.
- Denotes Essential Functions
Minimum Qualifications
- Possession of a baccalaureate degree in Accounting, Business Administration, Social Sciences or related field and 3 years of progressively responsible professional experience with responsibilities for contracts and grants management and/or financial/cost accounting, or any equivalent combination of education and/or professional work experience which provided 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.
- Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
- Ability to communicate effectively both orally and in writing with the general public, faculty/staff, University, state and federal officials.
- Ability to use Windows operating system and Microsoft Office applications.
- Ability to create, update, and maintain worksheets using Excel software.
- Considerable working knowledge of the State, University of Hawaii (UH) and Research Corporation of the University of Hawaii (RCUH) policies and procedures relating to fiscal management.
- Knowledge and/or experience with financial, purchasing, and/or human resources portals, such as Kuali Financial System (KFS), RCUH, Concur Solutions, Commercepoint, and PeopleSoft (PS).
- Experience and/or ability to extract data from a database/reporting system (e.g. Jasper, Banner) to create reports utilizing various programs (e.g. Google Docs).
To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents:
- Resume;
- Cover letter indicating how you meet the minimum and desirable qualifications of the position;
- Transcript(s) verifying degree and coursework to date appropriate to the position. (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.) Documents 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; and
- Applications submitted without transcripts will be reviewed based on related professional level experience and/or training.
Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries: Windward Community College Human Resources Office, 808-235-7404
Windward Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, please contact: Human Resources Manager, EEO/AA Coordinator, Title IX Deputy for Employees at 808-235-7404; Title IX Coordinator at 808-235-7404; Section 504 Coordinator at 808-235-7472.
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.
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