Administrative Fiscal Support Specialist

EXTENSION OF CLOSING DATE

Title: Administrative & Fiscal Support Specialist

Position Number:

Hiring Unit: Office of the Vice President for Community Colleges Administrative Affairs

Location: Manoa

Date Posted: February 11 2025

Closing Date: March 14 2025

Band: A

Salary:salary schedules and placement information

Full Time/Part Time: Fulltime

Month: 11month

Temporary/Permanent: Permanent

Duties and Responsibilities

**Denotes Essential Functions)

• **Provide support for budget and fiscal operations and administrative tasks across departments under the Office of the Vice President for Community Colleges (OVPCC) ensuring adherence to Federal State University RCUH and UH Foundation policies and procedures.
• **Support the procurement process by coordinating purchase requests and working with departments on preparing requests for quotations (RFQs) SuperQuote submissions solesource requests price reasonableness justifications service agreements and other related procurement documents.
• **Review audit and approve travel documents ensuring accuracy timeliness and compliance with Federal State University RCUH and Collective Bargaining rules and regulations.
• **Assist with managing accounts payable by reviewing and approving invoices in a timely manner maintaining payment log initiating followup with vendors departments UH Disbursing and resolving discrepancies. Utilize judgment in making decisions for rush payment situations.
• **Assist in monitoring the PCard system for OVPCC units including review audit/correction and reconciliation of PCard transactions across all units on a monthly basis ensuring appropriate use of funds. Offer guidance on effectively navigating the PCard system.
• **Responsible for finalizing Purchase Orders and other fiscal documents by distributing to appropriate offices/vendors and maintaining file system.
• **Responsible for timely review and approval of all timesheets in the UH Timesheet and Payroll System to meet payroll deadlines. Resolve discrepancies as needed.
• **Download and reconcile expenditure data from UH JasperSoft and RCUH systems preparing reports for Principal Investigators to monitor budgets expenditures and distribute to campuses.
• **Assist with fiscal processing of construction and consultant contracts under the Capital Improvement Projects (CIP).
• **Responsible for maintaining contract logs by monitoring contract end dates and working with Fiscal Administrator and departments on renewals and terminations.
• **Prepare adjusting entries to ensure accuracy in expenditure revenue and cash reporting. Create reports to distribute income and expenses across Community College campus accounts.
• **Process eDocs for budget input transfers and expenses across the UH System.
• **Create vendor profiles in KFS for new vendors.
• **Assist with inventory management.
• Perform other duties as assigned.

Minimum Qualifications

Education and Professional Work Experience

Knowledge Skills and Abilities

• 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 fiscal administration.
• Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal administration.
• 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.
• Demonstrated ability to work with spreadsheets software (e.g. Excel).

Desirable Qualifications

• Experience working in an institution of higher education.
• Experience working with the UH Kuali Financial System.

To Apply

Click on the Apply button to complete an application and attach the following required documents:

1. Cover letter indicating how you meet the minimum and desirable qualifications of the position;

2. Resume;

3. Name and contact information (telephone number and email address) of at least three 3 professional references; and

4. Graduate and undergraduate academic transcript(s) showing name of institution degree and coursework to date appropriate to the position. (Copies are acceptable but original official transcripts will be required at the time of hire). Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications. Transcripts issued outside the United States of America require a coursebycourse 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. Expense of the evaluation shall be borne by the applicant.

Late incomplete or unreadable application materials will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will NOT be accepted. Please REDACT references to social security numbers and birth date on submitted documents.

NOTE: Please create a new account if this is your first time applying for a position using NeoGov.

Inquiries

Community Colleges Human Resources Office

The University of Hawaii is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment including on the basis of veteran and disability status. For more information visit: 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: 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 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 reemployment rights or priority status are responsible for informing the hiring unit of their status.

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

Unclear Seniority