Job Details

Operations Specialist II

Applicants may be educational officers, teachers, and other qualified individuals.

Anticipated vacancy.

Type of appointment issued: This position is included in the Educational Officers' Bargaining Unit and will be filled as a clear line appointment. A written examination/assignment may be administered to help determine the possession of the knowledge and abilities portions of the minimum qualification requirements.

Examples of Duties

Under the general supervision of the Operations Specialist III of the Business Operations Section, the Operations Specialist II:

1. Supervises and provides technical guidance to the unit staff and sets operational priorities relative to the operational needs of the department. Evaluates staff performance, identifies work-related issues, and recommends changes and corrective action. Reviews and recommends adjustments to work assignments to balance workload, and monitors staff work schedules. Responsible for updating changes to the Vendor Payment and Payroll Unit organization chart and corresponding position descriptions, and respond to internal and external audit questions and requests.

2. Provides technical guidance to the Payroll sub-unit to comply with certificated, classified, casual, and workers' compensation payroll requirements, salary overpayment collection and write-off requirements as outlined by DAGS and the Attorney General, and G-2 processing requirements. Provides technical guidance on payroll adjustments and impact to W-2 reporting. Addresses legislative changes and analyzes impact to Payroll processing. Provides recommendations to resolve payroll issues escalated by the payroll unit supervisor.

3. Provides technical guidance to the Vendor Payment sub-unit to assure compliance with the legality and propriety of claim vouchers, maintain the cash balance of the Vendor Payment account (average daily cash balance is $25 million), record deposits and withdrawals for this account, and report expenditures and request reimbursement from the statewide Financial Accounting and Management Information System (FAMIS). Also provides direction to reissue or escheat checks to the Director of Budget and Finance. Administers the Travel program, writing policies and procedures, and processing payments. Supervises the Department's Purchasing Card (P-card) program; issuing, managing, and controlling the Pcards. Assures compliance with statutory and tax reporting requirements; including 1099 reporting and taxable portion of employee mileage and per diem reimbursements. Provides recommendations to resolve vendor payment issues escalated by the sub-unit supervisor.

4. Serves as functional subject matter expert for Vendor Payment and Payroll, participating in the development and implementation of all statewide, departmental, and section efforts to automate functions and/or systems within the unit. Provides functional expertise and communicates functional requirements to the project team.

5. Represents the Department at legislative and legal hearings relative to Vendor Payment and Payroll; including worker's compensation, salary overpayments, and bargaining union contracts (e.g. testify at State Legislative hearings and the Hawaii Labor Relations Board hearings).

6. Reviews the unit's processes, policies, and procedures for operational efficiencies and continued compliance with federal, state, and other state agency requirements. Recommends corrective action as needed and coordinates with department staff to implement the required changes.

7. Performs other related duties as assigned.

Minimum Qualifications

Education: Graduation from an accredited college or university with a bachelor's degree in business administration with a major in accounting or any other field in business administration which included at least twelve (12) semester hours of credit in accounting courses. Experience: Four (4) years of responsible professional work experience in accounting, auditing, or budgeting of which one (1) year shall have been in an education program, agency or system. Desired Experience: Two (2) years of responsible professional managerial/supervisory work experience in accounting operations, specifically in vendor payment and payroll. Combined Education and Experience: An equivalent combination of education and experience may be acceptable, as determined by the Department. Substitutions can be considered for the requirement of experience in an education program, agency or system.

Knowledge: Financial and management accounting; government accounting; business statistics; computer-based information systems; laws, rules, regulations, and administrative procedures pertinent to the area(s) of assignment. Desired Knowledge: DAGS and Attorney General procedures and policies, bargaining unit contracts, Hawaii Revised Statutes (HRS), State and Federal tax reporting requirements; systems, accounting, payables, payroll, and leave management policies and procedures; internal controls.

Ability to: Perform a variety of professional accounting functions including providing technical guidance to other staff, developing department-wide guidelines and procedures, as well as complex analysis of payroll, vouchering, inventory management, and leave accounting; communicate effectively with others both orally and in writing; operate computer and other business machines. Desired Ability to: Analyze and provide technical guidance on Hawaii Revised Statutes (HRS), bargaining union contract provisions, and School Code as it relates to payroll, vendor payment and/or leave accounting; diagram process and document flow, write policies, procedures, and user manuals; identify impact of external agency changes to vendor payment, payroll, and leave management.

Supplemental Information

Salary range: EOSR-7, $113,660 to $160,893.

Department of Education certificated employees will be placed on the salary range in accordance with Department regulations. All others will be placed on the first step of $113,660.

This appointment will be on a 12-month basis with vacation and sick leave provided according to applicable regulations. Vacant or unfilled positions may be internally and/or externally advertised on the 1st and/or 16th of any calendar month.

All materials submitted become the property of the Hawaii Department of Education and will not be returned to the applicant. Visit the Hawaii Department of Education career page, listed below. Click on the title of the position you are interested in and click on the green APPLY button in the top righthand corner. Provide all relevant information for consideration including but not limited to your education, work experience, and certificates. It is optional to include a "Personal Statement" of what you can contribute to this specific position.

Official transcripts (if not on file) must be submitted at the time of an official offer of employment. Transcripts may be sent by U.S. mail to the Office of Talent Management/EO Recruitment, P.O. Box 2360, Honolulu, HI 96804.

After you submit your online application, you will receive a system generated email acknowledging receipt of your application.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday: New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

Benefits

12-month certificated employees enjoy a range of competitive benefits:

• Holidays: Employees observe paid holidays during the school year provided that all conditions under the respective collective bargaining agreement are met.
• Vacation: 12-month certificated employees earn 21 days per year.
• Sick Leave: 12-month certificated employees earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State-sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: