Fiscal Officer

East-West Center•Honolulu, HI

1d•Onsite

About The Position

The East-West Center (EWC) is seeking a Fiscal Officer to provide daily oversight on how funds are spent and managed across the organization. This role ensures funds are budgeted, spent according to fiscal policy and account purpose, and that processes and controls are in place for budget transactions. The Fiscal Officer will also ensure transactions are recorded and reported accurately, accounts are reconciled, and expenditures conform with the budget or appropriate budget changes are made. 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

A bachelor’s degree in accounting, finance, business or public administration, economics, or related field.
At least four (4) years of fiscal/accounting experience performing progressively responsible accounting and budget analysis work that demonstrates the ability to perform the duties of the position.
OR a combination of post-high school education and directly related work experience totaling eight (8) years.
Strong written and verbal communication skills.
Ability to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.
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 effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds.
Commitment to diversity, equity, and inclusion.
Ability to work under the pressure of deadlines and competing demands.
Ability to acquire and maintain knowledge of and appropriately apply various policies and procedures.
Ability to establish and maintain accurate files and records.
Ability to adapt to changes and exercise good judgment in dealing with a variety of situations.
Ability to perform effectively in a non-routine work environment.
Ability to appropriately handle confidential information.
Ability to communicate effectively both verbally and in writing.
Ability to function effectively as a work leader.
Knowledge of office practices and procedures.
Knowledge of correct English grammar, punctuation, spelling, and word usage.
Knowledge of office machines and equipment.
Demonstrated knowledge of contracts, subcontracts, and budgetary methods as used by the U.S. Government.
Demonstrated knowledge of planning and controlling a financial program or series of accounts.

Responsibilities

Coordinates with program personnel to formulate appropriate budgets, forecast future resource requirements, and advise on budget status.
Prepares budgets for projects and activities.
Reviews budgets for adherence to Center and government policies, financial sufficiency, consistency, and feasibility.
Monitors budget performance and revises allocations as required.
Manages and maintains financial accounting system data, including records maintenance and controls for all fund types.
Reviews and approves fiscal documents for encumbrances and payment, certifying accuracy, funding availability, and compliance with regulatory requirements.
Serves as purchasing authority within guidelines and advises staff on purchasing matters.
Participates in discussions with program personnel relative to budgeting, financial, and accounting management of appropriated funds and contracts and grants.
Draws up financial and budgetary aspects of contractual agreements.
Drafts agreements, subcontracts, contracts, and related amendments.
Reviews proposals and award instruments to assure financial sufficiency and adequacy and for adherence to relevant policies and procedures.
Ensures fund integrity by source and purpose and develops appropriate systems to monitor expenditures.
Oversees accounting data pertaining to projects and grants, as well as other special analyses.
Recommends new policies and procedures, or revisions needed in current policies related to program budget and financial management.
Plans for the implementation of new policies and procedures.
Develops periodic financial reports advising program staff on the status of funds, projected expenditures, or other financial management requirements.
Advises Directors, Administrative Officers, and other staff regarding funding problems and initiates corrective action or recommends corrective action as appropriate.
Provides guidance and assistance in all phases of extramural funds, including proposal preparation and submission, renewals, modifications, award execution, close-outs, and post-award troubleshooting.
Assists staff with the preparation of proposals, including analyzing RFPs and solicitation documents.
Formulates budgets based on project narratives and designs formats to present budget information.
Assures that documents follow Center policies and funding agency rules and regulations.
Prepares budget narratives to justify and illustrate the relevance of proposed project costs.
Coordinates grant submission and administrative review process with the Center’s Grants Officer and EWC authorized representative.
Advises staff of compliance regarding indirect cost waivers, and advises and assists with developing cost-share plans.
Tracks progress of proposals through the internal review process and advises on deadlines.
Prepares or obtains transmittal letters and prepares certification and other forms as necessary.
Liaises with external funding agencies regarding proposal status and facilitates award issuance.
Participates in the negotiation process regarding items such as pre-award costs, loaded rates for labor, terms regarding financial reporting and cash-flow.
Assists with the coordination and submission of formal contract and grant proposals to federal agencies, as well as post-award functions, via various on-line systems.
Prepares varied business proposal elements and works with principal investigators to formulate proposals compliant with federal and agency rules, regulations, and system procedures.
Provides guidance to staff on award actions such as renewals, modifications, change in Principal Investigator, no-cost extensions, etc.
Contacts appropriate agency officials for formal alterations to awards and discusses procedures and/or criteria necessary to implement changes.
Prescribes format and coordinates with staff to implement changes to awards in compliance with agency procedures and Center standards.
Drafts official correspondence or amendments on behalf of Principal Investigators.
Develops financial reports related to contracts and grants for staff and funding agencies.
Works with principal investigators and other staff to assure compliance with award requirements such as reporting and cost-share goals.
Obtains proper approvals for contract/grant modifications, including budget revisions and no-cost extensions.
Assures proper compliance for closeouts of contracts and grants.
Contributes to the development of administrative policies and procedures as they relate to all aspects of contract and grant administration.
Researches and interprets federal regulations and other funding agency contract and grant stipulations to ensure the Center’s compliance.
Liaises between programs regarding budgetary and financial matters pertinent to assigned program areas.
Prepares program budgets and processes budget transfers.
Reviews and processes appropriate administrative or financial documents and provide various management reports.
Reviews and/or authors contracts and other procurement documents to ensure compliance with Center policies and procedures.
Develops systems that enhance and/or improve budgetary processes and financial management procedures.
Trains administrative staff on EWC fiscal policies and procedures and provides work leadership for support staff as needed.
Serves as work leader for special related administrative tasks.