Fiscal Assistant

East-West Center•Honolulu, HI

13h•Onsite

About The Position

The East-West Center (EWC) is seeking a Fiscal Assistant to manage budgetary and financial oversight for various external contracts and grants. This role involves performing routine clerical accounting tasks related to financial records, assisting Fiscal Officers with payroll, financial reporting, records retention, and data entry to ensure efficient operations. The EWC promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Requirements

Bachelor’s Degree, or equivalent training and experience from which comparable knowledge and ability can be acquired.
At least three (3) years of full-time experience demonstrating the ability to perform the duties of the position; or a combination of post high school education and directly related experience which totals six (6) years.
Qualifying experience must include assisting with planning and controlling a financial program or series of accounts; exercise of analytical ability; assisting with the management and expenditure of funds; and preparing related financial reports.
Demonstrated ability to organize, prioritize, and coordinate work involving a wide variety of tasks.
Demonstrated ability to take initiative and work independently and cooperatively in following through on assignments.
Demonstrated ability to assume responsibility for whole areas of work and integrate information from relevant sources.
Demonstrated ability to gather and/or prepare background materials.
Demonstrated ability to work and deal effectively with people of diverse cultural backgrounds.
Demonstrated ability to work under the pressure of deadlines and competing demands.
Demonstrated ability to acquire and maintain knowledge of and appropriately apply various policies and procedures.
Demonstrated ability to establish and maintain accurate files and records.
Demonstrated ability to adapt to changes and exercise good judgment in dealing with a variety of situations.
Demonstrated ability to perform effectively in a non-routine work environment.
Demonstrated ability to work effectively as a team member.
Demonstrated ability to appropriately handle confidential information.
Ability to use financial management spreadsheet software.
Knowledge of routine office practices and recordkeeping procedures.
Knowledge of correct English grammar, punctuation, spelling, and word usage as it relates to verbal and written communication.
Knowledge of office machines and equipment, including computers, LCD projectors, and other advanced equipment.
Proficiency with a wide range of technologies, including Microsoft Word and Excel or equivalent programs; Microsoft Teams, OneDrive, Google Suite or equivalent cloud-based collaborative software; and Zoom or equivalent teleconferencing technology.

Nice To Haves

Demonstrated knowledge of contracts, subcontracts, and budgetary methods.
Experience or understanding of government purchasing, budgeting, and planning.
Experience researching expenditure of funds.
Assisting with planning and controlling a financial program or series of accounts.
Exercise of analytical ability.
Assisting with financial reporting for contracts and grants.
Experience assisting with post award administration and procurement program management.

Responsibilities

Collaborates with fiscal officers in the preparation of program/project budgets for East-West Center (EWC) programs, by drafting specific portions of the budgets, determining and applying proper cost factors through analysis of historical data, background research, or discussions with staff.
Proposes and transacts revisions of budget allocations as required to meet ongoing targets.
Maintains records and controls for funding sources as assigned in coordination with the supervising Fiscal Officer (FO) and Senior Fiscal Officer (SFO), with authority to transfer funds between accounts.
Prepares or assists in preparing a variety of financial reports and advises program staff coordinators of the status of funds for their respective areas and for contracts and grants.
Reviews all encumbrance and payment documents for accuracy, funding availability, and compliance with contract and grant technical requirements, working with staff to ensure needed changes are made.
Has signatory authority on fiscal documents, approving items and bringing only items of concern or problematic nature to the attention of the FO, recommending or discussing appropriate courses of action.
Follows up with support staff to assure adherence to proper policies and procedures and advises staff of necessary corrective action.
Updates system to track subcontracts, MOAs/MOUs, and consultant contracts, advising FO of action needed to extend, modify, or close out instruments.
Assists FO with drafting and processing consultant contracts, subcontracts, MOAs, MOUs, amendments, etc., occasionally drafting an instrument fully.
Assists FO and program staff with all phases of the contracts and grants process: proposals, implementation of award, modifications, financial reporting, closeouts, etc.
Participates in center meetings for the coordination of financial affairs.
Participates in the formulation of policies, procedures, and modifications with respect to fiscal activities.
Provides training for other support staff as required, and orients new support staff to fiscal document processing requirements and acquaints them with relevant departments, staff, and services.
Provides back up support, including processing and approving fiscal documents, for other EWC programs as required.
Assists with inventory records of hardware equipment within EWC programs.
Works with the FO in developing systems that contribute to the smooth and efficient management of budgetary processes, financial management, and overall administrative systems affecting operations at the Center.
Assists in maintaining liaisons with central administration with regard to relevant budget, fiscal, and administrative matters.
May perform other duties not listed on this position description as assigned by the supervisor.