Administrative and Fiscal Support Specialist Business Office (0079510)

Introduction

Kapiolani Community Colleges Business Office is responsible for all fiscal budgetary grants 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)

1. **Responsible for approving purchases below $15000 by reviewing for appropriateness compliance with applicable policies and procedures and availability of funds.

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

3. **Responsible for the timely and accurate input of all timesheets and payroll into the TAPS System for Casual and Overload appointments. Resolves discrepancies as necessary in conjunction with the Senior Fiscal Administrator.

4. **Responsible for the timely and accurate approval and oversight of all payments for the Student Employment timesheet. Resolves discrepancies as necessary in conjunction with the Senior Fiscal Administrator.

5. **Responsible for the accurate keeping of the Capital and Non-Capital Asset Inventory. Ensure all equipment on campus is properly recorded and accounted for. Resolves discrepancies as necessary.

6. **Assists in the oversight of the revenue-generating and Financially Self-Sustaining Programs and Activities.

7. Assists in the oversight and maintenance of the Kuali Financial System access for Kapiolani Community College.

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

9. Assists 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.

10. **Utilizes judgment to make decisions in rush payment situations.

11. Assists the Accounts Receivable for Kapiolani Community College. Follows up on late payments; makes adjusting entries as necessary; implements process for write-off of uncollectible accounts.

12. Responsible for the accurate filing of all fiscal documents.

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

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

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

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

17. Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration Accounting Finance or related fields and 0 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 which 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 as 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 or business management.

• Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the governmental accounting or business management field.

• 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.

Desirable Qualifications:

• Familiarity with the Universitys administrative and budgeting policies and procedures.

• Familiarity with the Universitys financial management system Kuali and RCUH Financial Portal.

• Familiarity or work experience with the Kuali Financial System (KFS).

• 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 communication and interpersonal skills.

• Evidence of commitment to Kapiolani Community Colleges vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social economic and sustainable advancement of Hawaii and the world.

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
     

• 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 Kapiolani 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.