Administrative & Fiscal Support Specialist (0097513)

University of Hawaii•Honolulu, HI

2d•Onsite

About The Position

Provide support for budget and fiscal operations and administrative tasks across departments under the Office of the Vice President for Community Colleges (OVPCC), ensuring adherence to Federal, State, University, RCUH and UH Foundation policies and procedures. Approves purchases below $15,000, reviewing for appropriateness, compliance with applicable policies and procedures, and availability of funds. Prepares the issuance of appropriate fiscal and procurement documents. This also includes reviewing and approving documents for compliance with budgets and University policies. Responsible for the timely and accurate input for all timesheets and payroll into TAPS System for Casual and Overload appointments. Resolves discrepancies as necessary in conjunction with the Fiscal Administrator. Responsible for the timely and accurate approval and oversight of all payments for the Student Employment timesheet. Resolves discrepancies as necessary in conjunction with the Fiscal Administrator. Reviews and approves all intra-state and out-of-state travel requests and completion reports. Reviews, approves, and reconciles all P-Card transactions. Supports the procurement process by coordinating purchase requests and working with departments on all procurement types and related documentation. Assists in the oversight and maintenance of the Kuali Financial System access for the Community Colleges. Ensures that all payments are reconciled properly to the Kuali Financial System. Makes adjusting entries as necessary. Assists the Accounts Payable system for the Community Colleges, initiating follow-up with vendors, departmental staff, campus administrators and University personnel as necessary to ensure timely and proper payments. Utilizes judgment to make decisions in rush payment situations. Responsible for the accurate keeping of the Capital and Non-Capital Asset Inventory. Ensure all equipment on campus is properly recorded and accounted for. Resolves discrepancies as necessary. Recommends changes in internal policies to ensure effectiveness and efficiency in operations. Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures. Fields questions independently on routine procurement and fiscal matters, seeking guidance from supervisor only on unusual, complex, or sensitive situations. Works in conjunction with the Fiscal Administrator to assist campus administrators, University officials, and outside vendors to resolve problem situations. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for Accounting, Auditing, Finance, or 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 governmental accounting, finance, or business administration as 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 higher education or business management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of Accounting, Auditing, Finance, or 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.
Demonstrated ability to operate a personal computer, apply word processing software

Nice To Haves

Demonstrated ability to prioritize and complete multiple tasks with competing deadlines.
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.
Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.
Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.
Familiarity and experience with UH policies and procedures and UH accounting and personnel systems.
Evidence of strong organizational skills, communication skills, and interpersonal skills.

Responsibilities

Provide support for budget and fiscal operations and administrative tasks across departments under the Office of the Vice President for Community Colleges (OVPCC), ensuring adherence to Federal, State, University, RCUH and UH Foundation policies and procedures.
Approves purchases below $15,000, reviewing for appropriateness, compliance with applicable policies and procedures, and availability of funds.
Prepares the issuance of appropriate fiscal and procurement documents.
Reviews and approves documents for compliance with budgets and University policies.
Responsible for the timely and accurate input for all timesheets and payroll into TAPS System for Casual and Overload appointments.
Resolves discrepancies as necessary in conjunction with the Fiscal Administrator.
Responsible for the timely and accurate approval and oversight of all payments for the Student Employment timesheet.
Reviews and approves all intra-state and out-of-state travel requests and completion reports.
Reviews, approves, and reconciles all P-Card transactions.
Supports the procurement process by coordinating purchase requests and working with departments on all procurement types and related documentation.
Assists in the oversight and maintenance of the Kuali Financial System access for the Community Colleges.
Ensures that all payments are reconciled properly to the Kuali Financial System.
Makes adjusting entries as necessary.
Assists the Accounts Payable system for the Community Colleges, initiating follow-up with vendors, departmental staff, campus administrators and University personnel as necessary to ensure timely and proper payments.
Utilizes judgment to make decisions in rush payment situations.
Responsible for the accurate keeping of the Capital and Non-Capital Asset Inventory.
Ensure all equipment on campus is properly recorded and accounted for.
Resolves discrepancies as necessary.
Recommends changes in internal policies to ensure effectiveness and efficiency in operations.
Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures.
Fields questions independently on routine procurement and fiscal matters, seeking guidance from supervisor only on unusual, complex, or sensitive situations.
Works in conjunction with the Fiscal Administrator to assist campus administrators, University officials, and outside vendors to resolve problem situations.
Other duties as assigned.