Work at UH Advertisement

Title:
Institutional Support (Fiscal Specialist)
Position Number:
0080298
Hiring Unit:
UH Manoa/Student Affairs/Student Housing Services
Location:
Manoa
Date Posted:
September 12, 2017
Closing Date:
September 27, 2017
Band:
B
Full Time/Part Time:
Full Time
Temporary/Permanent:
Permanent
Funding:
Special Funds

Duties and Responsibilities
  1. Interprets State and UH purchasing and procurement policies and procedures. Determines applicability to existing departmental needs.
  2. Serves as Organizational Purchasing Officer for Student Housing Services for the Kuali Financial System.
  3. Serves as Fiscal Authority for Student Housing Services in absence of the Fiscal Specialist, Senior.
  4. Works closely with supervisor to ensure proper expenditure of funds for routine and emergency repairs and that services and purchases are in accordance with applicable State and UH procurement policies and procedures and section budgets.
  5. Develops and conducts training sessions for the Student Housing staff on proper purchasing procedures in accordance with UH Administrative Procedures.
  6. Advises Assoc Dir & their designees with the process of securing bids & quotations for purchases as required by State, Univ, Federal policies such as, competitive pricing, specification terms, vendor selection & other purchasing transactions.
  7. Reviews bids and proposals from vendors and confirms the awarding of contracts to vendors in accordance with State and UH policies to ensure legal compliance.
  8. Resolves complex and difficult procurement issues such as, but not limited to, competitive pricing, specification terms, vendor selection and other purchasing transactions.
  9. Serves as the department’s designated P-card Coordinator. Reviews, processes, records & reconciles P-card accts in accordance with policies & procedures. Advises supervisors of individual cardholders whose P-card usage compromise procurement policies.
  10. Develops and implements changes to internal payables policies and procedures and standard operating procedures to achieve the most efficient and economical services.
  11. Ensures timely payments to vendors according to contractual terms. Communicates orally and in writing with vendors, keeps abreast of the status of outstanding orders and invoices, handles vendor inquiries.
  12. Reconciles all payments for purchase order records, analyzes accounts for appropriateness, prepares other reports or cash analysis as requested.
  13. Monitors accounts for accuracy, analyzes financial statements and cash reports for errors and makes appropriate adjustments. Reconciles online systems-produced reports with internal records. Prepares reports or cash analysis as requested by management.
  14. Assists in monitoring the department’s financial condition relating to projects funded by bond issuances. Forecasts future expenditures and available balances and advises supervisor of any related concerns.
  15. Prepares monthly requests for the drawdown of bond funds for Student Housing projects.
  16. Responsible for the day-to-day operations of the Fiscal Accounts Payable Section. Exercises independent judgment and makes decisions in solving problematic situations.
  17. Oversees the preparation and analysis of monthly and year-end reports. Prepares documentation for the recording of year-end adjustments. Identifies potential problems and recommends and implements feasible options for resolution.
  18. Monitors utility charges and analyzes discrepancies in charges and or usage. Updates the Associate Director for Administration as needed.
  19. Approve and processes travel requests in accordance with policies and procedures.
  20. Responsible for the recruitment, selection, training and evaluation of Fiscal Accounts Payable staff and student assistants; evaluates staff annually.
  21. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal management or fiscal administration; or equivalent education/training or experience.
  2. Considerable working knowledge of principles, practices and techniques in the area of fiscal management or fiscal administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
  3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with fiscal management or fiscal administration.
  4. 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.
  5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
  6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
  7. Demonstrated ability to operate a personal computer and apply word processing software.
  8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  9. Ability to analyze, interpret, and apply financial and general administrative rules and regulations to a variety of work situations.
  10. Ability to draw information from manual and electronic reports and prepare income statements of condition.
  11. Experience with computerized financial systems and fiscal management software.
  12. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Desirable Qualifications
  1. Considerable knowledge of administrative services policies and procedures of the University of Hawaii and State of Hawaii.
  2. Knowledge of Student Housing Services’ policies and procedures.
  3. Experience with the Kuali Financial System.

To Apply:
Submit cover letter indicating how you satisfy the minimum and desirable qualifications, resume, UH Form 64A (attach resume), names and contact information of 3 professional references and official transcripts to the address below. Copy of transcripts acceptable; originals required upon hire.
Address:
  1. Search Committee #80298
  2. Student Housing Services - Frear
  3. 2569 Dole Street
  4. Honolulu, HI 96822
Inquiries:
  1. Joan Fukumoto; 808-956-9045; joanf@hawaii.edu

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawaii may be viewed at: http://ope.ed.gov/security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.