Fiscal Specialist (0079700)

University of Hawaii•Honolulu, HI

About The Position

The Fiscal Specialist, based in the Office of the VP for Community Colleges, Administrative Affairs at Manoa, manages fiscal operations, procurement, grants, and financial systems for the Community Colleges Offices. The role reviews purchases and administers applicable Federal, State, and University policies and procedures across General, Special, Revolving, and Federal funding sources within the University and RCUH systems. The position oversees purchases, procurement processes, complex solicitations and contracts, real property and development activities, grants management, revenue-generating and financially self-sustaining programs, accounts payable and receivable, and the Purchasing Card Program. It supports budget execution and expenditure planning, ensures financial transactions are reconciled and compliant, maintains vendor contracts, and provides guidance and training to faculty and staff on fiscal and procurement policies and procedures. The role works with campus administrators, University personnel, vendors, and the Senior Fiscal Administrator to resolve issues.

Requirements

Baccalaureate degree in Business Administration, Accounting, Finance, or a related field, plus four years of progressively responsible professional experience in Accounting, Auditing, Finance, or Management; or an equivalent combination of education and professional work experience.
Considerable working knowledge of governmental accounting, finance, or business administration principles, practices, and techniques.
Considerable working knowledge and understanding of applicable Federal and State laws, rules, regulations, theories, and systems associated with higher education and/or fiscal management.
Ability to resolve complex, wide-ranging problems using creative reasoning and logic to identify causes and effective, innovative, timely resolutions.
Ability to communicate information and ideas clearly and accurately in writing and verbally, and to prepare reports and other materials.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Ability to operate a personal computer and use word-processing, spreadsheet, and other commonly used software and applications, such as Adobe Acrobat.
Ability to prioritize and complete multiple tasks with competing deadlines.
Ability to analyze, interpret, and apply policies and procedures using sound logic and judgment.
Ability to produce detailed, accurate, neat, and organized work and follow assigned tasks through satisfactory completion.
For supervisory work, if applicable: demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
Evidence of effectively performing work amid multiple priorities, deadlines, and interruptions.
Familiarity and experience with University of Hawai'i policies and procedures and UH accounting and personnel systems.
Strong organizational, communication, and interpersonal skills.

Responsibilities

Review purchases and administer applicable Federal, State, and University policies and procedures across the University and RCUH funding systems.
Approve purchases below $25,000 based on appropriateness, policy compliance, and availability of funds.
Manage procurements exceeding $25,000 as the primary administrative liaison, supporting solicitation, review, and execution in coordination with the Office of Procurement and other stakeholders.
Administer complex procurement processes, including developing IFBs, RFPs, and RFQs; drafting and administering contracts; and ensuring policy compliance in coordination with the Office of Procurement.
Provide administrative oversight and coordination for complex real property and development activities.
Manage grants, including post-award administration, account establishment and maintenance, budget input, forecasting and execution, personnel, procurement, disbursing, reporting, and closeout.
Ensure appropriate management and accounting of extramurally funded contracts and grants and compliance with University, Federal, and other requirements.
Oversee Revenue Generating and Financially Self-Sustaining Programs and Activities and assist with budget execution and program expenditure plans.
Prepare fiscal and procurement documents and review and approve documents for budget and University policy compliance.
Manage Accounts Payable for the Community Colleges Offices, following up with vendors and University and departmental personnel to ensure timely, proper payment; exercise judgment in rush payment situations.
Manage Accounts Receivable for the Community Colleges, follow up on late payments, make adjusting entries, and implement write-offs of uncollectible amounts.
Ensure payments are properly reconciled to the Kuali Financial System and make adjusting entries as needed.
Manage and oversee the Purchasing Card Program, ensure transactions follow policies and procedures, and resolve discrepancies with cardholders, the bank, and the Procurement Office.
Maintain vendor contracts for goods and services and coordinate contract maintenance and implementation with vendors, campus administrators, and University personnel.
Recommend changes to internal policies to improve operational effectiveness and efficiency.
Conduct training for faculty and staff when policies or procedures change.
Independently address routine procurement and fiscal questions and seek supervisory guidance for unusual, complex, or sensitive situations.
Work with the Senior Fiscal Administrator to resolve problem situations involving campus administrators, University officials, and outside vendors.
Perform other duties as assigned.