Administrative & Fiscal Support Specialist (0077360T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This position is responsible for handling all royalty processes, including processing semi-monthly statements and payments for author royalties. It involves creating Excel and Disbursement Vouchers for domestic Electric Funds Transfer and foreign wires and checks, and submitting General Accounting documents to cancel or reissue checks. The role requires maintaining fluent communication with authors to update or create new author accounts in financial systems and providing them with recent statements. Additionally, the position is responsible for creating reports that document royalty rules from contracts for new title authors, translators, and series editors. The role also involves processing all prepaid orders (web, event, walk-in, mail-in), creating proforma invoices, and assisting departments with comp orders. Processing returns for web or prepaid orders and creating refunds via an online credit card platform, as well as processing Amazon payment of invoices via credit card machine, are also key duties. The specialist provides administrative and fiscal support for business-related matters, assists with organizing daily receiving checks, and delegates mail and emails. Daily customer service through phone, email, and walk-in orders is expected. The role includes batching and printing end-of-day orders, sending them to warehouses for processing, and emailing/mailing invoices to customers. Assisting with fiscal year-end physical inventory and attending relevant trainings or meetings are also part of the responsibilities. Other duties as assigned are also included.

Requirements

Possession of a baccalaureate degree in business administration or related field and 1 year of progressively responsible professional experience with responsibilities for office administration; or any equivalent combination of education and/or professional work experience.
Functional knowledge of principles, practices and techniques in office administration.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with office administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the office administration.
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 and apply word processing software.
Demonstrated ability to work with figures, understand basic mathematical functions, and use spreadsheet programs.
Experience entering data into a database.
Ability to manage timelines and meet publication, delivery, or payment schedules and other work deadlines.

Nice To Haves

Experience working in a publishing setting.
Basic knowledge of book typesetting and production.
Familiarity with both Mac and PC environments.
Experience or working knowledge of Adobe Acrobat, especially electronic publication files.
Familiarity with BiblioLive or comparable relational database application.
Familiarity with University of Hawaii business operations and procedures, including Kuali.
Working knowledge of the policies and procedures of the University of Hawaii System.

Responsibilities

Handle all royalty processes, including processing semi-monthly statements and payments for author royalties.
Create Excel and Disbursement Vouchers for domestic Electric Funds Transfer and foreign wires and checks.
Submit appropriate General Accounting documents to cancel checks and/or reissue upon as needed.
Maintain fluent communication with authors for required information to update or create new author's account in financial systems.
Provide authors with their recent royalty statements.
Create reports that record royalty rules in contracts for new title authors, translators, series editors, etc.
Process all prepaid orders (web orders, sales orders from events, walk-in or mail-in orders via check/cash).
Create all proforma invoices (quotes for customers).
Assist various departments to process all comp orders for book honorarium, review, desk copy etc.
Process returns for web-orders or prepaid orders and create refunds via online credit card payment platform.
Process Amazon payment of invoices via credit card machine (bank terminals).
Provide administrative and fiscal support for business-related matters.
Assist in organizing daily receiving checks, and delegating mails and emails to the related personnel.
Perform customer service (answering of phone, emails, walk-in orders etc.) on a daily basis.
Perform Batch and print (creates the files, invoices, credit memos) for end of day orders; send to Mainland and Hawaii warehouses to process orders; email and mail invoices to the customers.
Assist with fiscal year-end physical inventory (Hawaii).
Attend trainings or meetings related to the duties and responsibilities.
Perform other duties as assigned.