Fiscal Specialist (Procurement, 0079650)

University of Hawaii•Pearl City, HI

4d•Onsite

About The Position

Under general supervision, this role is responsible for the procurement functions for Leeward Community College. The Fiscal Specialist provides expertise and guidance across all purchasing areas, reviews requisitions up to $15,000 for fund availability and compliance, and collaborates with college staff on procurement procedures. This position also approves purchases and fiscal transactions up to $15,000, conducts monthly audits of Procurement Card (PCDO) transactions, and serves as the PCard Reconciler. Additionally, the role executes monthly reconciliations, validates account allocations, prepares pre-encumbrances and internal billings, and assists with Accounts Payable and Accounts Receivable functions. The Fiscal Specialist also helps manage fiscal aspects of revenue-generating activities, maintains access to financial systems, files fiscal documents, recommends policy changes, conducts training, and fields questions on procurement and fiscal matters. The position may also supervise student employees.

Requirements

Possession of a baccalaureate degree in business administration, public administration or related field and 1 year of progressively responsible professional experience with responsibilities for accounting or business 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 accounting or business management 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 accounting or business management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in financial accounting or business 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 and apply word processing and spreadsheet software.
Demonstrated understanding and experience with financial systems.
Demonstrated ability to manage work priorities and projects.

Nice To Haves

Prior university experience in financial management.
Knowledge of State, University and Federal administrative policies and procedures.
Knowledge of Kuali Financial System (KFS).
Experience with Procurement.

Responsibilities

Responsible for the procurement functions for the college.
Provides expertise and guidance across all purchasing areas.
Responsible for reviewing all requisitions up to $15,000 to ensure fund availability and compliance with applicable laws, policies, procedures, rules and regulations.
Collaborates with college unit staff on procurement procedures and verifies the accuracy of supporting documentation, including Hawaii Compliance Express Certificate, Certificate of Insurance and other required procurement documentation.
Responsible for approving purchases and fiscal transactions up to $15,000 for all fund types.
Responsible for the monthly review and audit of Procurement Card (PCDO) transactions to ensure appropriate use of funds.
Provides specialized guidance to cardholders regarding transaction compliance, documentation standards, and adherence to submission timelines.
Serves as the PCard Reconciler, providing critical oversight of the college’s credit card program.
Executes monthly reconciliations of bank statements against itemized receipts.
Validates account allocations, object codes and supporting documentation.
Resolves discrepancies with cardholders.
Prepares General Error Corrections to reallocate expenses and correct the account and object code discrepancies for PCard and Purchase Order entries.
Ensures the accuracy of the General Ledger by correcting miscoded transactions.
Prepares pre-encumbrances and internal billings for the college, ensuring all revenue and expenses are correctly allocated.
Verifies all supporting documentation to ensure compliance with college financial standards.
Serves as the Alternate PCard Coordinator and evaluates and recommends card applications and credit limit adjustments to the PCard Coordinator.
Assists with the college’s Accounts Payable functions, coordinating with vendors, departmental staff, campus administrators and University personnel.
Resolves discrepancies to maintain positive vendor relationships and fiscal compliance.
Assists with the college’s Accounts Receivable operations, including management of delinquent accounts, preparation of adjusting entries, and implementation of procedures for uncollectible write-offs.
Assists with the fiscal management of the college’s revenue generating and self-sustaining activities, ensuring accurate reporting and adherence to institutional policies.
Assists in the oversight and maintenance of the RCUH and Kuali Financial System access for Leeward Community College.
Responsible for the accurate filing of all fiscal documents.
Recommends changes in internal policies to ensure effectiveness & efficiency in operations.
Conducts training sessions for faculty and staff on campus on Procurement and PCard and whenever changes are made in policies and/or procedures.
Fields questions independently on routine procurement and fiscal matters, seeking guidance from the supervisor only on unusual, complex, or sensitive situations.
Works in conjunction with the Senior Fiscal Specialist to assist campus administrators, University officials, and outside vendors to resolve problem situations.
Hires, supervises and trains student employees as required.
Other duties as assigned.