Fiscal Specialist (0077952)

University of Hawaii•Honolulu, HI

9d•Onsite

About The Position

Provides staff support in the performance of detailed and routine work in the areas of administrative, fiscal, and personnel for the Manoa Office of Business and Finance and other designated programs as assigned. Supports the management of fiscal, budget, and personnel affairs and the distribution and allocations to the various departments supported by the Manoa Office of Business and Finance. Prepares, analyzes and interprets the financial conditions of the various departments supported by the Manoa Office of Business and Finance; monitors fiscal reports and records, prepares monthly budget reports, and reports any significant changes to the Senior Fiscal Specialist. Prepares, processes, and pre-audits requisitions, purchases orders, payment documents, travel and inventory management form, etc. for various accounts. Provides support in the preparation, processing, and monitoring of payroll and personnel transactions in accordance with UH and RCUH procedures, policies, and deadlines. Collaborates in the preparation and coordination of training materials for UHM fiscal officers and other appropriate administrators on central UHM fiscal matters and issues. Drafts correspondence and other program documents ensuring goals and objectives are met. Provides support in establishing and maintaining files, records, and documents for the Manoa Office of Business and Finance. Responsible for the annual review and update of the organization and position charts for programs supported by the Manoa Office of Business and Finance and designated programs of the UHM Campus. Responsible for the management of General, Special, Revolving, Extramural, and UH Foundation funds for the Manoa Office of Business and Finance and other designated programs as assigned. Responsible for ensuring accuracy and compliance with all applicable UH, RCUH, state, federal and third-party policies and procedures. Advises administrative staff of any disapproved requests and provides alternative methods and solutions. Responsible for preparing expenditure projections, quarterly expenditure reports, budget variance reports, justifying allocation, and preparing year-end closing statements and reports for assigned accounts. Reviews and recommends action on fiscal documents requiring the approval of the campus chief administrative and operations executive (currently Chief Business Officer). Ensures proper recording of expenditures and encumbrances, initiates corrective action for erroneous actions. Responsible for the reconciliation of budget status reports with departmental records; and preparing any required adjustments and corrections. Responsible for providing full scope of fiscal office support services to other UHM units as assigned, during absence of assigned Fiscal Officer and/or short-staffing situations. Maintains familiarity with accounts managed by the Manoa Office of Business and Finance but currently assigned to other MBF staff; responsible for managing such accounts during absence of other MBF staff. Other duties as assigned Denotes essential function

Requirements

Possession of a baccalaureate degree in business administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for business administration; or any equivalent combination of education and/or professional work experience.
Considerable working knowledge of principles, practices and techniques in the area of business administration.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with business administration.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic.
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, spreadsheet, and presentation software.
Ability to multi-task and perform in a high paced environment.

Nice To Haves

Prior fiscal and personnel experience at an institute of higher education.
Familiarity with UH and RCUH policies and procedures.
Experience with the UH Financial Management Information System and RCUH Online System.

Responsibilities

Provides staff support in administrative, fiscal, and personnel areas.
Supports the management of fiscal, budget, and personnel affairs.
Prepares, analyzes, and interprets financial conditions of departments.
Monitors fiscal reports and records, prepares monthly budget reports.
Prepares, processes, and pre-audits requisitions, purchase orders, payment documents, travel, and inventory management forms.
Provides support in payroll and personnel transactions.
Collaborates in preparing and coordinating training materials for fiscal officers.
Drafts correspondence and program documents.
Establishes and maintains files, records, and documents.
Responsible for the annual review and update of organization and position charts.
Manages General, Special, Revolving, Extramural, and UH Foundation funds.
Ensures accuracy and compliance with policies and procedures.
Advises administrative staff on disapproved requests and provides solutions.
Prepares expenditure projections, quarterly expenditure reports, budget variance reports, and year-end closing statements.
Reviews and recommends action on fiscal documents requiring approval.
Ensures proper recording of expenditures and encumbrances, initiates corrective action.
Reconciles budget status reports with departmental records and prepares adjustments.
Provides fiscal office support services to other UHM units during absences or short-staffing.
Manages accounts assigned to other staff during their absence.