Fiscal Specialist (0081464)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

Responsible for the daily fiscal operations of the Athletic Business Office. Reviews, approves and executes travel documents for all coaches, student athletes and staff for the department. Develops and implements internal departmental policies on procurement, travel and inventory management. Develops training materials and conducts relevant training session in the area of purchasing, inventory payments, reimbursements and travel including team travel, recruiting trips and administrative travel. Ensures accuracy and compliance with all applicable UH, state, federal and NCAA policies & procedures. Advises coaches and staff of any disapproved requests and provides alternative methods which meet policies and procedures. Serves as liaison between the department, Disbursing Office, Office of Procurement Management (OPM) and Treasury to handle all inquiries and/or problems. Serves as liaison to department to troubleshoot and identify and formulate corrective actions to resolve problems and issues related to Kuali Financial System (KFS). Administers game contest contracts and payment of guarantees. Process and coordinate non-cash game contract guarantees (i.e. issue purchase orders for airfare and/or hotel accommodation, informs Ticket Office should there be ticket allocation guarantees, etc). Assists Program Managers with development of the Requisition for Quotation. Monitor and administer all contracts done through OPM including but not limited to legal services, base stadium, training supplies and external auditor. Encumber funds, review invoices, and process payments. Prepares, coordinates and processes post season travel forms in accordance to NCAA guidelines and University policy. In addition to the University travel reports, completes and submits travel expense reports for the NCAA through the NCAA Travel Expense System. Prepares and requests exceptions to NCAA reimbursement policies for post season travel when needed. Coordinates all travel logistics for the Athletics Department including processing payments on purchase orders, reviewing travel completions, distributing travel advances and correcting reimbursements. Obtains and reviews travel squad lists to ensure travelers are authorized to travel according to NCAA rules. Manages a record keeping systems for all transactions and assists with audits as required including deposits for corporate partnerships, TV/Radio royalties, NCAA distributions, travel reimbursements, camp fees, etc. Executes dishonored checks through KFS and documents relating to dishonored checks. Submit delinquent dishonored checks to the collection agency in accordance with University policy. Reviews, approves and executes payment documents for departmental purchases, including to Adidas, JTB, HPD, NCAA, Conference, etc. Serves as the Assistant Fiscal Manager (purchasing authority) for the Manoa Athletics Department with signing authority of $25,000. In the absence of the Fiscal Administrator, position has signing authority to up to $25,000 (pending approval) for UHM Athletics Department financial transactions and all UH Foundation transactions. Hires, schedules, trains, evaluates and supervises student assistants. Collects and prepares daily cash and check deposits for Athletics Department. Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies. Maintains collaborative working relationships with administrators and coaches in the department, other college offices, and appropriate relationships with members of the media, donors, and other individuals interested in the Athletics Department. Knows, recognizes, and complies with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future. Immediately advises the Director of Athletics or designee if there are reasonable cause to believe violations, whether by employees or students, have occurred or will occur. Other duties as assigned. Denotes Essential Functions

Requirements

Possession of a baccalaureate degree in business administration, accounting or finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial accounting and/or fiscal/procurement administration; or equivalent education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of financial accounting and/or fiscal/procurement administration 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 theories and systems associated with financial accounting and/or fiscal/procurement administration.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative 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 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 and spreadsheet software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Ability to meet critical deadlines and be flexible to on-going changes due to nature of athletics.
Demonstrated ability to maintain confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
Ability apply a high attention to detail and accuracy while working in online systems.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, professional attitude while working within a team environment.
Demonstrated ability to work with a diverse group of people in a fast paced environment with minimal direction.
Demonstrated ability to compute and post figures rapidly and accurately, use a 10-key adding machine by touch and identify and correct errors.
Demonstrated ability to review financial documents for accuracy, validity, and adherence to policies in a timely manner.

Nice To Haves

Experience with electronic financial systems such as Kuali Financial System, ePurchasing, eTravel, eDeposits, eInventory, etc.
Knowledge of NCAA rules and regulations relating to Business Office financial transactions.
Genuine interest in intercollegiate athletics.
Ability to understand and work effectively in Hawaii's multi-cultural society.

Responsibilities

Responsible for the daily fiscal operations of the Athletic Business Office.
Reviews, approves and executes travel documents for all coaches, student athletes and staff for the department.
Develops and implements internal departmental policies on procurement, travel and inventory management.
Develops training materials and conducts relevant training session in the area of purchasing, inventory payments, reimbursements and travel including team travel, recruiting trips and administrative travel.
Ensures accuracy and compliance with all applicable UH, state, federal and NCAA policies & procedures.
Advises coaches and staff of any disapproved requests and provides alternative methods which meet policies and procedures.
Serves as liaison between the department, Disbursing Office, Office of Procurement Management (OPM) and Treasury to handle all inquiries and/or problems.
Serves as liaison to department to troubleshoot and identify and formulate corrective actions to resolve problems and issues related to Kuali Financial System (KFS).
Administers game contest contracts and payment of guarantees.
Process and coordinate non-cash game contract guarantees (i.e. issue purchase orders for airfare and/or hotel accommodation, informs Ticket Office should there be ticket allocation guarantees, etc).
Assists Program Managers with development of the Requisition for Quotation.
Monitor and administer all contracts done through OPM including but not limited to legal services, base stadium, training supplies and external auditor.
Encumber funds, review invoices, and process payments.
Prepares, coordinates and processes post season travel forms in accordance to NCAA guidelines and University policy.
Completes and submits travel expense reports for the NCAA through the NCAA Travel Expense System.
Prepares and requests exceptions to NCAA reimbursement policies for post season travel when needed.
Coordinates all travel logistics for the Athletics Department including processing payments on purchase orders, reviewing travel completions, distributing travel advances and correcting reimbursements.
Obtains and reviews travel squad lists to ensure travelers are authorized to travel according to NCAA rules.
Manages a record keeping systems for all transactions and assists with audits as required including deposits for corporate partnerships, TV/Radio royalties, NCAA distributions, travel reimbursements, camp fees, etc.
Executes dishonored checks through KFS and documents relating to dishonored checks.
Submit delinquent dishonored checks to the collection agency in accordance with University policy.
Reviews, approves and executes payment documents for departmental purchases, including to Adidas, JTB, HPD, NCAA, Conference, etc.
Serves as the Assistant Fiscal Manager (purchasing authority) for the Manoa Athletics Department with signing authority of $25,000.
In the absence of the Fiscal Administrator, position has signing authority to up to $25,000 (pending approval) for UHM Athletics Department financial transactions and all UH Foundation transactions.
Hires, schedules, trains, evaluates and supervises student assistants.
Collects and prepares daily cash and check deposits for Athletics Department.
Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
Maintains collaborative working relationships with administrators and coaches in the department, other college offices, and appropriate relationships with members of the media, donors, and other individuals interested in the Athletics Department.
Knows, recognizes, and complies with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future.
Immediately advises the Director of Athletics or designee if there are reasonable cause to believe violations, whether by employees or students, have occurred or will occur.
Other duties as assigned.