Fiscal Specialist, Senior (Assistant Fiscal Manager, 0096770)

University of Hawaii•Honolulu, HI

5d•Onsite

About The Position

This position serves as the Assistant Fiscal Manager, supporting the Fiscal Manager in the daily operations of the Business Office. The role involves a wide range of fiscal responsibilities including cashiering, budget preparation and execution, purchasing, disbursing, payroll, fiscal management, accounts receivable, internal controls, parking, facilities use, and inventory control. The Assistant Fiscal Manager will have signatory approval for various funds and will play a key role in reviewing fiscal procedures, administering contracts, procuring goods and services, and ensuring compliance with federal, state, and university regulations. This role also involves evaluating grant reports, overseeing grant proposal evaluation, and implementing fiscal monitoring for federal grants. The position requires advising Principal Investigators (PIs) on administrative procedures, coordinating project management, performing budget reviews, and establishing expenditure accounts. The Assistant Fiscal Manager will monitor expenditures, prepare financial statements, resolve budget discrepancies, and advise on procurement methods. In the absence of the Fiscal Manager, this individual will represent the campus at fiscal officers' workshops and meetings, and conduct campus workshops on fiscal support matters. The role also involves advising on procurement policies, administering the disbursement of university funds, and providing technical advice on administrative requirements. Direct supervision of subordinates is expected, along with reporting on project progress and potential issues to supervisors. Establishing and maintaining relationships with various internal and external stakeholders is crucial. The position requires preparing fund flow statements, reconciling fund balances, establishing fiscal procedures, and reviewing various contracts and agreements. Participation in financial and compliance audits and preparing various financial reports are also key responsibilities. The role includes managing accounts receivable follow-ups and write-offs, advising on budget calculations, and reviewing/approving purchases and P-cards. Verification and approval of cost-sharing and FTE certification reports are also part of the duties.

Requirements

Possession of a baccalaureate degree in business administration, accounting, finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for government procurement, government contract administration, and government payments; or equivalent education/training or experience.
Considerable working knowledge of principles, practices and techniques in government procurement, government contract administration and government payments as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and systems associated with government procurement, government contract administration and government payments.
Demonstrated ability to recognize a wide range of intricate problems, use reasoning and logic to determine accurate causes, and apply principles and practices to determine, evaluate, integrate, and implement practical and thorough solutions in an effective and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Any equivalent combination of education and/or professional experience which provides the required education, knowledge, skills and abilities as indicated.

Nice To Haves

Knowledge of State, University and community colleges and RCUH administrative policies and procedures & Financial Management Information System (FMIS).
Experience and competence in database, desktop publishing, MS Word, spreadsheet and other related computer software.
Knowledge and experience working in UH System Business Offices.
Experience working with project related staff, federal and system level officials, campus administrators, faculty, staff and the general public.
Prior experience with general, special, federal, revolving and vocational ed funds.
Knowledge of federal policies on contracts & grants.
Possession of valid Driver's license.

Responsibilities

Assist the Fiscal Manager in the administration of the Business Office's daily operations, including cashiering, budget prep & execution, purchasing, disbursing, payroll, fiscal management, accounts receivable, internal controls, parking, facilities use, inventory control and student information.
Serve as Assistant to the Fiscal Manager, with signatory approval for General, Tuition Fee Special, Revolving, Federal, Perkins, Trust, and other funds.
Assist in the review of cash management & fiscal procedures for the College.
Responsible for all aspects of contract administration, procurement of goods and services and payments to vendors and individuals & to ensure compliance with Federal, State laws & UH rules, regulations, and policies.
Evaluate content of grant reports to determine adequacy in relation to national agency standards and follows up as necessary.
Oversee, implement & conduct grant proposal evaluation & oversee management of the proposal evaluation process.
Responsible for implementation of fiscal monitoring to insure conformity to terms and conditions of the federal grant award and compliance with the UH and State guidelines.
Advise Principal Investigators (PI) on administrative procedures of the UH, ORS and various funding agency guidelines, policies, and procedures.
Coordinate & prioritize efforts to ensure effective management of projects under jurisdiction of each contract & grant.
Perform final budget review of all contract proposals and re-budgeting request at the college level.
Upon approval of funding of a contract or grant, prepare documents to create appropriate expenditure accounts via an electronic financial system such as the Kuali Financial System (KFS).
Monitor expenditures for appropriateness and availability of funds and prepare periodic financial statements to PIs.
Work with PIs in the event of discrepancies in budget balances and take steps to make adjustments to accounts.
Advise and instruct PIs on the appropriate methods of procurement when specialized purchases are required.
Independently resolve any problems with respective program administrators.
Make recommendations to optimize the goals on projects and adhere to policies & procedures.
Resolve problems or make decisions on policy and programs for HCC issues.
In the absence of the Fiscal Manager, represent campus at systemwide fiscal officers' workshops, training sessions, and meetings.
Conduct campus workshop on fiscal support matters & ensure they are trained & advised on interpretations & making decisions on fiscal & administrative items.
Advise on procurement policies, procedures and requirements and works with departments and vendors to refine procurement requests or responses while ensuring compliance with purchasing and contracting requirements.
Assist with complete procurement cycle, i.e., preparation of invitations for bids, requests for proposals, requests for quotations and other source selection documentation, evaluation of offers including cost analysis.
Administer the disbursement of all University funds ensuring that payments are made in accordance with State laws and University policies and procedures.
Implement Federal, State & UH procedures on accounting of receipts & disbursements.
Provide technical advice, interpretations and/or make effective recommendations regarding applicable policies, procedures and other administrative requirements to administrators, faculty, and staff.
Review contracts relating to service agreements, maintenance of equipment, facility lease and maintenance, refuse collection, security, etc.
Direct the work of subordinates in such a way as to provide for support of the HCC programs and for necessary administrative controls.
Advise supervisors of the progress of projects assigned, anticipated problems, major policy changes expected affecting procurement, contract administration and/or payments.
Establish and maintain close working relationships with UH System personnel, community and external individuals, agencies, and vendors.
Prepare periodic fund flow statements for purposes of discussing fund availability and reallocation.
Reconcile fund balances quarterly for the Campus.
Establish appropriate fiscal procedures such as account object coding to facilitate accounting, summarization, evaluation of fiscal data for accurate report purposes.
Review personal services and vendor contracts with other State agencies, university organizations, etc. to ensure compliance with applicable directives.
Participate in the coordination of the financial and compliance audits conducted by UH Audit Office or a designated independent accounting firm.
Responsible for providing pertinent information when responding to audits.
Prepare information on variance & budget reports, legislative requests, updated expenditure reports & other reports.
Monitor expenditures & availability of funds.
Prepare financial statements as needed.
Responsible for the timely follow-ups and write off requests for accounts receivable.
Provide advice in the calculation of budgets to maximize allocation of resources.
Review and approve all purchases including Pcards for funding availability and compliance with Federal, State guidelines, funding agency guidelines and UH policies and procedures.
PCard coordinator for the campus.
Verify and approve cost-sharing and FTE certification reports.
Other duties as assigned.