Honolulu, HI

2024-02349

10/21/2024

0080850

 

 

 

 

University of Hawai‘i, Kapi‘olani Community College, Business Office is seeking applications for the Fiscal Specialist position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

 

Title: Administrative Support (Fiscal Specialist)           

Position Number: 0080850

Hiring Unit: Administrative Services, Business Office

Location: Kapi‘olani Community College    

Date Posted: October 21, 2024

Closing Date: November 4, 2024, 11:59 PM HST   

Band: B

Salary: Salary schedules and placement information

Temporary/Permanent: Permanent 

Funding: General

Other Conditions:  General funded position, to begin approximately January 2025, pending position clearance, availability of funds, satisfactory performance, and program needs.

Introduction
Kapiolani Community College’s Business Office is responsible for all fiscal, grant management, and property management functions at the College. The Business Office coordinates accounting and financial records; manages the procurement process; manages payroll; receives and accounts for cash (oversees the cashier functions carried out in other units); prepares and executes operational and capital budgets; manages contracts and grants; Controls inventory and fixed assets; and develops and implements applicable policies and procedures

Duties and Responsibilities
(NOTE: ** denotes Essential Functions)

• **Responsible for the review of all purchases, administering applicable Federal, State and University policies and procedures. Encompasses a full range of funding sources; General, Special, Revolving, Federal within the University and RCUH Systems.

• **Approves purchases below $25,000, reviewing for appropriateness, compliance with applicable policies and procedures, & availability of funds.

• **Prepares the issuance of appropriate fiscal and procurement documents. This also includes reviewing and approving documents for compliance with budgets and University policies.

• **Responsible for the overall grants management including post-award; account establishment and maintenance; budget input, forecasting, and execution; personnel, procurement, disbursing, reporting, and closeout.

• Ensures the appropriate management and accounting of all extramurally funded contracts and grants. Ensures compliance with University, Federal and other policy and procedural requirements.

• **Reviews and approves all intra-state and out-of-state travel requests and completion reports.

• Responsible for the Accounts Payable system for Kapiolani Community College Offices, initiating follow-up with vendors, departmental staff, campus administrators and University personnel as necessary to ensure timely and proper payments. Utilizes judgment to make decisions in rush payment situations.

• **Responsible for the Accounts Receivables for Kapiolani Community College. Follows up on late payments; makes adjusting entries as necessary; implements process for write off of uncollectible.

• Ensures that all payments are reconciled properly to the Kuali Financial System. Makes adjusting entries as necessary.

• Maintains contracts with vendors for all goods & services as required. Works with vendors, campus administrators, and University personnel in the maintenance of current contracts and implementation of new contracts.

• **Responsible for the management and oversight of the Purchasing Card Program. Ensures all p-card transactions follow all applicable policies and procedures.   Resolves problems and discrepancies with P-card holders, the bank, and the Procurement Office.

• Recommends changes in internal policies to ensure effectiveness & efficiency in operations.

• Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures.

• Fields questions independently on routine procurement and fiscal matters, seeking guidance from supervisor only on unusual, complex, or sensitive situations.

• Works in conjunction with the Senior Fiscal Administrator to assist campus administrators, University officials, and outside vendors to resolve problem situations.

• Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for Accounting, Auditing, Finance, or Management; or any equivalent combination of education and/or professional work experience that provides the required education, knowledge, skills and abilities as indicated.

• Functional knowledge of principles, practices and techniques in the area of  governmental accounting, finance, or business 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 higher education and /or fiscal management.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the areas of fiscal management.

• 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 and apply word processing software such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.

• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

• Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.

• Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion

Desirable Qualifications

• Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.

• Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.

• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.

• Evidence of strong organizational skills, communication skills, and interpersonal skills.

• Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To Apply" section carefully)

 

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) of at least three professional references; and

4. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted 

• Diplomas and copies will NOT be accepted

 

Incomplete applications will NOT be considered.

 

NOTE:  

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Kapi‘olani Community College and will not be returned.

• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV, you will need to create an account.

 

Inquiries: Kapi'olani Community College HR Department, kapcchr@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. For more information or inquiries regarding these policies, please refer to the following link: 

http://www.hawaii.edu/offices/eeo/eeo-coordinators/

 

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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

 

In accordance with Article 10 of 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.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination of requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: 

www.hawaii.edu/offices/eeo/accommodation-request/ 

 

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116