Job Details

Description

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

1. *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.

2. *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).

3. *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.

4. *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.

5. *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.

6. *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.

7. *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.

8. *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.

9. *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.

10. 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).

11. *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.

12. *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.

13. *Coordinates with ORS and RCUH for the establishment of accounts for awarded projects. Assists the PI withmanagement of the financial aspects of awarded projects. Coordinates and assists with closeout requirements.

14. 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.

15. 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.

16. 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.

17. Attends training and keeps updated on UH, ORS, RCUH, and UHF policies and procedures regarding procurement, disbursing, receipting, and funds management.

18. Other duties as assigned.

(NOTE: *denotes Essential Functions)

Minimum Qualifications

1. 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.

2. Functional knowledge of principles, practices and techniques in the area of fiscal administration demonstrated by knowledge, understanding and ability to apply concepts, terminology.

3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with grants management.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education.

5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

7. Demonstrated ability to operate a personal computer, apply word processing software, and spreadsheet software.

8. Knowledge of generally accepted governmental accounting principles and techniques and fund accounting Systems.

9. Knowledge of the principles, practices, and techniques of asset, liability, revenue, and expenditure accounting.

Desirable Qualifications

1. 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, ...@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:

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: 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 Hawai'i 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:

Agency University of Hawaii

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