Hawaii State Department of Education
Pre-Audit Clerk I, II - Vendor Payment Unit
Hawaii State Department of Education, Honolulu, Hawaii, United States, 96814
This posting is being used to fill various Pre-Audit Clerk positions at the specified location. The authorized level of the position is Pre-Audit Clerk II. Applications are being accepted down to the Pre-Audit Clerk I in the event of recruiting difficulties.
Salary Range:Pre-Audit Clerk I, SR-11: $3,318.00 per monthPre-Audit Clerk II, SR-13: $3,589.00 per month
Responsibilities:
Examines the more difficult and complex voucher claims;Examines all contracts prior to certification of funds by the Comptroller;Verifies contracts for compliance with statutes;Advises the Uniform Accounting and Reporting Branch as to the proper appropriation to be charged;Prepares documents necessary for the comptroller's approval on contract amendments;Audits travel advances and reports, and prepares reports to be used as source documents for adjusting entries in travel accounts;Examines subsidies and grants against the State to verify that they are in accordance with the law;Reviews and controls electronic data processing input and output data;Analyzes reported errors after payroll runs and takes corrective action;Instructs subordinates on proper document control, search techniques and procedures;In certain cases, determines the propriety and validity of payments to employees;Explains new procedures, interpretations and application of laws, rules and regulations to departmental payroll clerks;Answers inquiries from employees and departments pertaining to payroll matters;Assists in the drafting of departmental instructions and procedures;When requested, represents the branch in meetings with departmental payroll and fiscal personnel;Trains new employees; instructs and advises staff on new procedures, rules, regulations, laws, contract provisions, etc;Plans and organizes work to maintain quality and work flow;Participates in the development and implementation of policies, procedures and work methods;Prepares drafts of instructions and memos;Provides expert assistance to departmental staff;Prepares and/or coordinates the preparation of reports.Experience Requirement:
Except for the substitutions provided for in these specifications, applicants must have had progressively responsible experience of the kind and quality described below and in the amounts shown in the following table:Class Title
General Exper (years)
Specialized Exper (years)
Pre-Audit Exper (years)
Spvry Exper (years)
Total Exper (years)
Pre-Audit Clerk I
1
0
0
0
1
Pre-Audit Clerk II
1
2
1
0
4
General Experience : Responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.Specialized Experience : Responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices and statements.Pre-Audit Experience : Progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other requests for payment for completeness, accuracy, legality and propriety.Allowed Substitutions of Education for Experience:
Graduation from high school may be substituted for one-half year of General Experience.Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college or at a business or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines may be substituted for the one year of General Experience provided the duration of the training was for a year or more.Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college, business or technical school which was for a period of less than one year may be substituted for General Experience on a month-for-month basis provided the training included courses in basic English, arithmetic, general clerical procedures and office machines.Successful completion of half a school year of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for six months of General Experience.Successful completion of one school year (of a program of more than one year in length) of: Substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.Successful completion of one school year (of a program of more than one year in length) of substantially full-time accounting curriculum which normally leads to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for one year of General or Specialized Experience.Education in an accredited university in a Baccalaureate program with courses in English composition and college mathematics may be substituted for experience on the basis of fifteen semester hours for six months of General Experience, up to a maximum of one year of General Experience.Education in an accredited university in a Baccalaureate program may be substituted for experience on the basis of fifteen semester hours for six months of Specialized Experience, provided the fifteen semester hours included at least three semester hours in accounting or auditing courses, up to a maximum of two years of Specialized Experience.Quality of Experience : Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.Salary:
The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.Requirements:
Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated.Temporary Assignment:
Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:A copy of the applicant’s TA History Report or equivalent system-generated report;A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked;Copies of the applicant’s signed SF-10 Forms.Documents:
Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.Information about Temporary Positions:
Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities.
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Salary Range:Pre-Audit Clerk I, SR-11: $3,318.00 per monthPre-Audit Clerk II, SR-13: $3,589.00 per month
Responsibilities:
Examines the more difficult and complex voucher claims;Examines all contracts prior to certification of funds by the Comptroller;Verifies contracts for compliance with statutes;Advises the Uniform Accounting and Reporting Branch as to the proper appropriation to be charged;Prepares documents necessary for the comptroller's approval on contract amendments;Audits travel advances and reports, and prepares reports to be used as source documents for adjusting entries in travel accounts;Examines subsidies and grants against the State to verify that they are in accordance with the law;Reviews and controls electronic data processing input and output data;Analyzes reported errors after payroll runs and takes corrective action;Instructs subordinates on proper document control, search techniques and procedures;In certain cases, determines the propriety and validity of payments to employees;Explains new procedures, interpretations and application of laws, rules and regulations to departmental payroll clerks;Answers inquiries from employees and departments pertaining to payroll matters;Assists in the drafting of departmental instructions and procedures;When requested, represents the branch in meetings with departmental payroll and fiscal personnel;Trains new employees; instructs and advises staff on new procedures, rules, regulations, laws, contract provisions, etc;Plans and organizes work to maintain quality and work flow;Participates in the development and implementation of policies, procedures and work methods;Prepares drafts of instructions and memos;Provides expert assistance to departmental staff;Prepares and/or coordinates the preparation of reports.Experience Requirement:
Except for the substitutions provided for in these specifications, applicants must have had progressively responsible experience of the kind and quality described below and in the amounts shown in the following table:Class Title
General Exper (years)
Specialized Exper (years)
Pre-Audit Exper (years)
Spvry Exper (years)
Total Exper (years)
Pre-Audit Clerk I
1
0
0
0
1
Pre-Audit Clerk II
1
2
1
0
4
General Experience : Responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.Specialized Experience : Responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices and statements.Pre-Audit Experience : Progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other requests for payment for completeness, accuracy, legality and propriety.Allowed Substitutions of Education for Experience:
Graduation from high school may be substituted for one-half year of General Experience.Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college or at a business or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines may be substituted for the one year of General Experience provided the duration of the training was for a year or more.Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college, business or technical school which was for a period of less than one year may be substituted for General Experience on a month-for-month basis provided the training included courses in basic English, arithmetic, general clerical procedures and office machines.Successful completion of half a school year of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for six months of General Experience.Successful completion of one school year (of a program of more than one year in length) of: Substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.Successful completion of one school year (of a program of more than one year in length) of substantially full-time accounting curriculum which normally leads to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for one year of General or Specialized Experience.Education in an accredited university in a Baccalaureate program with courses in English composition and college mathematics may be substituted for experience on the basis of fifteen semester hours for six months of General Experience, up to a maximum of one year of General Experience.Education in an accredited university in a Baccalaureate program may be substituted for experience on the basis of fifteen semester hours for six months of Specialized Experience, provided the fifteen semester hours included at least three semester hours in accounting or auditing courses, up to a maximum of two years of Specialized Experience.Quality of Experience : Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.Salary:
The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.Requirements:
Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated.Temporary Assignment:
Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:A copy of the applicant’s TA History Report or equivalent system-generated report;A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked;Copies of the applicant’s signed SF-10 Forms.Documents:
Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.Information about Temporary Positions:
Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities.
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