Fiscal Specialist, Senior (Assistant Fiscal Manager, 0096770)

University of Hawaii•Honolulu, HI

22h•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 Fiscal Specialist, Senior will have signatory approval for various funds and will play a key role in reviewing fiscal procedures, managing contracts, and ensuring compliance with federal, state, and university regulations. This position also involves advising Principal Investigators on administrative procedures, managing grant evaluations, and overseeing fiscal monitoring for federal grants. The role requires independent problem-solving, policy interpretation, and representation of the campus at systemwide fiscal meetings in the absence of the Fiscal Manager. Additionally, the position involves conducting campus workshops, advising on procurement, administering fund disbursements, and providing technical advice to administrators, faculty, and staff. The role also includes directing the work of subordinates, preparing financial reports, managing accounts receivable, reviewing purchases and P-cards, and verifying cost-sharing and FTE certification reports.

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, and inventory control.
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, ensuring 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 follow 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 requests at the college level.
Prepare documents to create appropriate expenditure accounts via an electronic financial system such as the Kuali Financial System (KFS) upon approval of funding for a contract or grant.
Monitor expenditures for appropriateness and availability of funds and prepare periodic financial statements to PIs once accounts are established.
Work with PIs to resolve discrepancies in budget balances and make adjustments to accounts.
Advise and instruct PIs on appropriate methods of procurement for specialized purchases.
Independently resolve problems with respective program administrators.
Make recommendations to optimize project goals and adhere to policies & procedures.
Resolve problems or make decisions on policy and programs for HCC issues.
Represent campus at systemwide fiscal officers' workshops, training sessions, and meetings in the absence of the Fiscal Manager.
Conduct campus workshops on fiscal support matters and ensure training and advice on interpretations and decision-making for fiscal and administrative items.
Advise on procurement policies, procedures, and requirements, and work with departments and vendors to refine procurement requests or responses while ensuring compliance.
Assist with the complete procurement cycle, including preparation of invitations for bids, requests for proposals, requests for quotations, and other source selection documentation, and evaluation of offers including cost analysis.
Administer the disbursement of all University funds, ensuring 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 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 to support HCC programs and necessary administrative controls.
Advise supervisors of the progress of assigned projects, anticipated problems, and major policy changes 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 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, and 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 financial and compliance audits conducted by the UH Audit Office or a designated independent accounting firm, and provide pertinent information in response to audits.
Prepare information on variance & budget reports, legislative requests, updated expenditure reports & other reports.
Monitor expenditures & availability of funds and prepare financial statements as needed.
Responsible for 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 P-cards for funding availability and compliance with Federal, State guidelines, funding agency guidelines, and UH policies and procedures.
Serve as PCard coordinator for the campus.
Verify and approve cost-sharing and FTE certification reports.
Perform other duties as assigned.