Bibsonomy
Administrative and Fiscal Support Specialist (#0097389)
Bibsonomy, Honolulu, Hawaii, United States, 96814
Title: Admin & Fiscal Support Spec
Position Number: 0097389
Hiring Unit: University of Hawaii at Manoa, Library Services
Location: Hamilton Library, Library Administration
Date Posted: 12/02/2024
Closing Date: 01/06/2025
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
*Issues purchase orders, and processes payments through purchase orders, direct payment documents, contract payments, purchasing card, internal department orders, internal billing, and travel requests and completions. *Processes purchases and payments through the University of Hawaii (UH), Kuali Financial Management System (KFS), Research Corporation of the University of Hawaii (RCUH), and/or University of Hawaii Foundation (UHF). *Assists with the issuing of request for quotation via SuperQuote including preparation, review, serving as point of contact for potential bidders, and determination of appropriate bidder to be awarded. *Assists in the review and processing of request for quotations and invitation for bids initiated by Library departments for award and issuance of purchase order or contracts via the UH Office of Procurement Management (OPM) as applicable. *Prepares fiscal documents to ensure timely and accurate processing of expenditure data. Works with Manoa departments as well as appropriate UH, RCUH, and UHF system offices to resolve discrepancies. *Prepares various types of adjusting entries to ensure accuracy of expenditure, revenue, and cash data. Prepares adjusting entries for recharge to other University departments for services and for allocation of revenues and expenditures to project accounts. *Reviews appropriate financial reports from the KFS, JasperReport, RCUH, and UHF for accuracy. Resolves discrepancies within Library accounts and with appropriate University system, RCUH, and UHF administrative offices as necessary. *Assists in the performance of periodic cash audits of fee based service operations at Library Services. Performs secondary review and verification of deposits initiated by the Library Business Office. *Serves as the alternate for the collection, verification, and receipting of cash from the Library's coin operated public copier and printer. Serves as alternate custodian for authorized change funds. Reviews and approves time sheets in the role of Business Office for Student Employment and Co-operative Education (SECE) and for Timesheet and Payment System (TAPS). *Assists in maintaining the library's inventory control of equipment, furniture, and fixtures, and the reconciliation of reports from the Capital Asset Accounting Office (ACCO) including confirmation of library materials recorded. *Serves as the liaison between the Principal Investigator (PI) and the Office of Research Services (ORS) for projects assigned. Assists with the preparation of external proposals. *Coordinates with ORS and RCUH for the establishment of accounts for awarded projects. Assists the PI with management of the financial aspects of awarded projects. Coordinates and assists with closeout requirements. Serves as the assistant to the Chief Financial Officer, a skilled professional responsible for the provision of support in the administrative functions of funds management, disbursement and payroll, procurement, and contracts management. Assists with inventory management, financial accounting and analysis, budget development, planning and reporting, and other administrative functions, requisite for the overall executive management of the Library's programs and activities. Assists with the development and implementation of policies and procedures for internal systems to record and report financial transactions as well as to modernize, streamline, and make more efficient the processes within Library Services. Attends training and keeps updated on UH, ORS, RCUH, and UHF policies and procedures regarding procurement, disbursing, receipting, and funds management. Other duties as assigned. (NOTE: *denotes Essential Functions) Minimum Qualifications
Possession of a baccalaureate degree in business administration or related field and 0 year(s) of progressively responsible professional experience with responsibilities for fiscal administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Functional knowledge of principles, practices and techniques in the area of fiscal administration demonstrated by knowledge, understanding and ability to apply concepts, terminology. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with grants management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals. Demonstrated ability to operate a personal computer, apply word processing software, and spreadsheet software. Knowledge of generally accepted governmental accounting principles and techniques and fund accounting Systems. Knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting. Desirable Qualifications
Experience using automated accounting systems. To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Submit cover letter indicating how you satisfy the minimum and desirable qualifications, resume, names and contact information (including email addresses) of 3 professional references, and official transcripts (copies acceptable; however, originals will be required prior to completion of hiring). Incomplete applications will not be considered. All documentation become the property of the school. Note: If you have not applied for a position before using NeoGov, you will need to create an account. Inquiries: Lyn Nagoshi, Fiscal Administrator, lnagoshi@hawaii.edu EEO/AA, Clery Act, ADA
The University of Hawai'i 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.
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Duties and Responsibilities
*Issues purchase orders, and processes payments through purchase orders, direct payment documents, contract payments, purchasing card, internal department orders, internal billing, and travel requests and completions. *Processes purchases and payments through the University of Hawaii (UH), Kuali Financial Management System (KFS), Research Corporation of the University of Hawaii (RCUH), and/or University of Hawaii Foundation (UHF). *Assists with the issuing of request for quotation via SuperQuote including preparation, review, serving as point of contact for potential bidders, and determination of appropriate bidder to be awarded. *Assists in the review and processing of request for quotations and invitation for bids initiated by Library departments for award and issuance of purchase order or contracts via the UH Office of Procurement Management (OPM) as applicable. *Prepares fiscal documents to ensure timely and accurate processing of expenditure data. Works with Manoa departments as well as appropriate UH, RCUH, and UHF system offices to resolve discrepancies. *Prepares various types of adjusting entries to ensure accuracy of expenditure, revenue, and cash data. Prepares adjusting entries for recharge to other University departments for services and for allocation of revenues and expenditures to project accounts. *Reviews appropriate financial reports from the KFS, JasperReport, RCUH, and UHF for accuracy. Resolves discrepancies within Library accounts and with appropriate University system, RCUH, and UHF administrative offices as necessary. *Assists in the performance of periodic cash audits of fee based service operations at Library Services. Performs secondary review and verification of deposits initiated by the Library Business Office. *Serves as the alternate for the collection, verification, and receipting of cash from the Library's coin operated public copier and printer. Serves as alternate custodian for authorized change funds. Reviews and approves time sheets in the role of Business Office for Student Employment and Co-operative Education (SECE) and for Timesheet and Payment System (TAPS). *Assists in maintaining the library's inventory control of equipment, furniture, and fixtures, and the reconciliation of reports from the Capital Asset Accounting Office (ACCO) including confirmation of library materials recorded. *Serves as the liaison between the Principal Investigator (PI) and the Office of Research Services (ORS) for projects assigned. Assists with the preparation of external proposals. *Coordinates with ORS and RCUH for the establishment of accounts for awarded projects. Assists the PI with management of the financial aspects of awarded projects. Coordinates and assists with closeout requirements. Serves as the assistant to the Chief Financial Officer, a skilled professional responsible for the provision of support in the administrative functions of funds management, disbursement and payroll, procurement, and contracts management. Assists with inventory management, financial accounting and analysis, budget development, planning and reporting, and other administrative functions, requisite for the overall executive management of the Library's programs and activities. Assists with the development and implementation of policies and procedures for internal systems to record and report financial transactions as well as to modernize, streamline, and make more efficient the processes within Library Services. Attends training and keeps updated on UH, ORS, RCUH, and UHF policies and procedures regarding procurement, disbursing, receipting, and funds management. Other duties as assigned. (NOTE: *denotes Essential Functions) Minimum Qualifications
Possession of a baccalaureate degree in business administration or related field and 0 year(s) of progressively responsible professional experience with responsibilities for fiscal administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Functional knowledge of principles, practices and techniques in the area of fiscal administration demonstrated by knowledge, understanding and ability to apply concepts, terminology. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with grants management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals. Demonstrated ability to operate a personal computer, apply word processing software, and spreadsheet software. Knowledge of generally accepted governmental accounting principles and techniques and fund accounting Systems. Knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting. Desirable Qualifications
Experience using automated accounting systems. To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Submit cover letter indicating how you satisfy the minimum and desirable qualifications, resume, names and contact information (including email addresses) of 3 professional references, and official transcripts (copies acceptable; however, originals will be required prior to completion of hiring). Incomplete applications will not be considered. All documentation become the property of the school. Note: If you have not applied for a position before using NeoGov, you will need to create an account. Inquiries: Lyn Nagoshi, Fiscal Administrator, lnagoshi@hawaii.edu EEO/AA, Clery Act, ADA
The University of Hawai'i 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.
#J-18808-Ljbffr