Fiscal Specialist (0080190)
Fiscal Specialist (0080190)
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Job Description
Description
Title: Fiscal Specialist
Position Number:
Hiring Unit: University of Hawaii at Manoa Library Services
Location: Hamilton Library Library Administration (Fiscal/Fund Control)
Date Posted: 05/30/2025
Closing Date: 06/16/2025
Band: B
Salary :salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions:To begin approximately August 2025 subject to position clearance and/or funding.Duties and Responsibilities
- *Serves as Chief Financial and Fiscal Administrator for the Library Services Program administering a multi-million dollar annual budget which includes General Federal Special Agency Trust Revolving and UH Foundation Funds.
- Advises Library Administration and department heads on budgetary and fiscal issues.
- Performs periodic cash audits of fee based services operations at Hamilton Library.
- *Completes reviews maintains reconciles and audits fiscal transactions reports fiscal journals and records from the Universitys Financial Management Information System (KFS) in accordance with University policies and requirements.
- Advises principal investigators on grants and contracts fiscal reporting policies and procedures; works with the Office of Research Services and RCUH to assure compliance with federal and other regulations.
- *Works with Library Administration to develop annual and quarterly expenditure plans.
- *Prepares and executes expenditure plans develops internal allocation plans monitors expenditure patterns and prepares necessary adjustments when required to ensure program expenditures are within allocated ceilings.
- *Responsible for the reconciliation of the Librarys budget for all funds with the fiscal reports generated from KFS; prepares quarterly expenditure plans and variance reports with supporting justification for submittal to the Manoa Budget Office.
- *Works with the Manoa Budget Office to prepare special reports as requested by the UH System-wide Budget Office and for the Legislature.
- Prepares analyzes and interprets the departments financial condition; monitors financial reports and records and reports significant changes to Library Administration.
- Advises Library Departments on procurement policies procedures and requirements to ensure compliance with University State Federal and UH Foundation rules and regulations.
- Coordinates the preparation of invitation for bids bid specification technical specifications and sole source purchase documents for submittal to the Office of Procurement and Real Property Management (OPRPM) for contract execution.
- *Prepares year-end adjusting and closing entries trial balances and works with external and internal auditors in preparing financial worksheets and schedules during audit engagements.
- As the Departmental liaison for the Purchasing card program reviews monitors and audits the purchases and certifies availability of funds for payment.
- Oversees mgmt. and accountability of equipment inventory for Hamilton Library. Includes but is not limited to work w/ Library Admin. in procuring and planning for equipment and furniture for renovated areas and new building additions.
- Accounts for funds and/or revenues generated from fee based services provided by the Library such as photocopy and microform reader/printer operations library fines and service fees interlibrary loan and external services program.
- Analyzes current operations periodically reviews existing services and equipment evaluates performance of the Special funds to ensure that funds are utilized in a manner best suited to providing good user service in an effective cost-recovery framework.
- Maintains the fund accounting structure for the Librarys online library management system. As requested helps determine the allocation of a $6 million plus library materials budget.
- Oversees the operation of the Librarys Mailroom which handles all incoming deliveries of US mail library books supplies and equipment. Outgoing shipments of books and other materials are packed and shipped using the most cost effective carrier.
- Oversees the control of inventory for library supplies for distribution to Library Departments.
- *Recruits supervises and evaluates performance of fiscal fee-based and fund management services staff.
- Oversees the issuance of purchase orders requisitions and authorization for payments.
- Other duties as assigned.
**Denotes Essential Functions
Minimum Qualifications
1. Possession of a baccalaureate degree in Business Administration or related field and 5 year(s) of progressively responsible professional experience with responsibilities for financial or cost accounting; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.
working knowledge of principles practices and techniques in the areas of financial or cost accounting 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 accounting.
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. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Demonstrated knowledge of pertinent standard and evolving concepts principles and methodologies in the areas of asset liability revenue and expenditure accounting.
10. Ability to analyze financial statements discern trends and apply analytical techniques such as ratios to assets and liability accounts.
11. Ability to draw information from computer generated reports from online systems and prepare financial statements for departmental programs.
12. Experience using automated accounting systems.
to analyze financial transaction recording systems to discern internal control and related problems and revise portions of a complex accounting system.
Desirable Qualifications
1. Experience working with a budget in excess of $10 million.
2. Experience in writing technical specifications for computers library equipment furniture and service contracts.
3. Experience managing large special fund accounts.
4. Experience with the procuring of library materials through a automated library acquisition systems.
5. Experience working with library vendors and consortial purchasing and licensing.
6. Familiarity with the administrative service policies and procedures of the University.
7. Familiarity with the Universitys financial management system (KFS) and the integrated library system.
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: Vicky Lebbin Associate University LibrarianEEO Clery Act ADA
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 re-employment 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 case-by-case basis. For further information please refer to the following link: Experience:Unclear Seniority
Employment Type
Full-Time
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