Duration: Until August 31, 2024, with possibility of extending through August 31, 2026.

Shift Timing (Day/ Evening/ Night): Day

Role & Responsibilities:

Account Maintenance and Office Practices 30%

• Monitors accounts for funding availability and allotment/ceiling requirements (all fund types) and provides assistance to Accountants and program staff in the timely resolution of any errors.
• Maintains PO documentation and processes claims for compliance with State, Federal, and departmental policies and procedures. Reviews documents for completeness, computational accuracy, proper accounting codes, and conformance to legal requirements and administrative procedures. Reviews contract forms and documents for compliance with and conformance with State policies and rules prior to processing payments.
• Provides instructions and directions to DOH staff in the processing of POs on the legality, propriety, and compliance with procurement rules and regulations. Keeps abreast of changes to rules, regulations, policies, etc., and determines the applicability and scope of the changes and impacts to processing. May draft and recommend changes in policies and procedures to the supervisor for implementation.
• Performs PO adjustments to include purchase order increases, decreases, close-out of POs, processing new vendor requests, change of vendor numbers, project numbers, and activity codes.
• Assist in the development of training materials for use in DOH-wide training modules related to PO and PO processing.
• Acts as a resource for PO related issues and provides guidance on applicable process and policies.
• Provides guidance and makes recommendations to DOH programs in the interpretation of State laws and regulations, departmental rules, regulations, policies and procedures. Researches and answers inquiries received from vendors, programs and other agencies concerning any issues related to the processing of obligations.
• Maintains both electronic and hard copy files and records for all documents and transactions processed, record and reconcile all documents for which payment has been processed and/or payment made and recorded in the State's financial system.
• Provides guidance to DOH programs' payroll point of contact (Timekeeper) on issues relating to employee inquiries or general information inquiries.
• Assist in the development of training materials for p-Card users and to participate as a presenter in the training sessions held for DOH p-Card users.

Auditing and Account Reconciliation Duties 35%

• Reconciles budget balances of POs and Uniform Accounting Codes (UAC), with the State's financial system and the departmental Chart of Accounts.
• Reviews travel documents for completeness and compliance with applicable laws, rules, regulations, policies, collective bargaining agreements, etc.
• Follows up with appropriate program personnel to address and resolve discrepancies or errors of all POs and supporting documentation during the review process and provides guidance for resolving any discrepancies or errors.
• Reviews, reconciles, and processes invoices and claims for completeness and accuracy of invoice computations and proper identification of goods and services rendered. Compares the source documents on record to validate accuracy and completeness.
• Initiates and prepares documents for input into the State's financial system. Reconciles the daily input with the transaction reports and identifies any errors or exceptions in processing. For errors and exceptions, determine the cause for the errors and exceptions and take appropriate action to resolve the issues. Work with DOH programs and other staff as needed to obtain the necessary information and corrections for re-submission.
• Reviews, reconciles, and processes p-Card electronic payment invoices for legality, propriety, and compliance with policies, rules and regulations as prescribed by State rules and regulations, internal policies, and other requirements related to the p-Card program.
• Follow-up with DOH programs on outstanding obligations and late payment penalties and to take appropriate action in resolving any issues prior to processing documents for payment.
• Review and audit travel documents for completeness and accuracy. Determine IRS taxability on expenses incurred by traveler for reporting through the State's payroll system for State employees.
• Conduct regular program audits of the p-Card and work with DOH programs to reconcile and resolve any issues related to documentation/validation of p-Card purchases. Use the current p-Card software provided by the p-Card vendor to review transactions, monitor spending limits, and to identify possible fraudulent or questionable purchases. Work with the Departmental p-Card Administrator to update policies and procedures to ensure proper use of the p-Card.
• Reviews and processes all authorized payroll transactions into the State's on-line payroll system.
• Reconciles payroll transactions against supporting documentation such as the Employee Personnel Action Report (EPAR), overtime authorizations and other non-regular payroll transactions. Initiates adjustments and/or changes to the State's on-line payroll system. Reconciles other non-regular payroll transactions including but are not limited to worker's compensation, temporary disability, garnishments, computation of monetary value of vacation leave credits for transfer of funds for employees transferring to another State agency, and salary overpayment calculations.
• Reviews JVs prepared by programs for correctness.
• Post-audit selected payroll transactions for accuracy and compliance with rules, regulations, and policies for computation of payroll for State employees.

B. Financial and Accounting Reports 10%

• Assists in the compilation of reports related to PO expenditures as requested by DOH programs, the Legislature, and other agencies.
• ??? Provides data/information in the compilation of the monthly Salary Overpayment Report to DAGS.
• Works with the State's central payroll staff and consultants to resolve any issues related to payroll computations for State employees and to provide recommendations for policy updates and future enhancements to the on-line payroll system.
• Assists in the development and compilation of financial reports with accounting staff for the Annual Consolidated Financial Report (ACFR) and as required by various federal agencies.

Accounting Transactions 10%

• Prepares JVs for payments to other state agencies (e.g., Department of Public Safety—Correctional Industries, Automotive Management Division, Department of Transportation, etc.). Reviews invoices, bill for collection, etc. to ensure that they are properly stamped, dated, and signed for approval to process. Determines what transaction codes and applicable source/object codes as necessary, are to be used based on the attached invoices.
• Prepares JVs for the correction of expenditures and claims encumbrances, as necessary. Frequently, research for additional information is required to properly prepare the JV entries and to determine if the correction needs to be posted to the FAMIS to ensure accuracy of postings to the financial system. Determines what transaction codes are required, reflecting debits and credits to bring accounts into balance.
• Assembles the JV and supporting documentation (with appropriate number of copies) for review, certification, and approval by the section supervisor and the Fiscal Officer before transmittal to DAGS, Accounting Division, Uniform Accounting and Reporting Branch, for processing.

General Clerical and Administrative Duties 10%

• Maintains and updates filing system for Purchase Orders, p-Card documentation, C-41 contract documents, payroll reports, and other financial reports and documents.
• Answering phones and emails. Take messages and forwards information to the appropriate staff person as needed.
• Composes correspondence and memoranda, following standard operating procedures.
• Drafts and finalizes letters and memorandums to DAGS.
• Attends training classes held by SPO and DAGS and provides updates to other staff members on any changes to process or policies.

Other Duties 5%

• Completes the State Procurement Office (SPO) mandatory training and obtains credentials required for procurement delegation by SPO.
• Performs other duties as assigned.

Nature of Available Guidelines Controlling the Work

• Procedural guides cover various aspects of the work. The incumbent is expected to learn, know and apply pertinent rules and regulations, accounting and procurement policies and procedures, legal opinions, etc.
• Hawaii Revised Statutes
• Hawaii Administrative Rules
• Executive Memorandums and Administrative Directives
• Comptroller's Memorandums and Circulars
• State Procurement Office's Procurement Directives and Circulars
• State of Hawaii Accounting Manual
• DOH-ASO Operating Procedures and Guidelines
• FAMIS Manual
• pCard Operating Procedures and Guidelines
• HIePRO Operating Procedures and Guidelines
• Chapter 103D and Chapter 103F, HRS
• State Procurement Office's Price and Vendor List
• Contractor's Executed Contracts and Modifications
• DOH Operational Expenditure Plans
• DOH SharePoint
• Applicable Federal Law, Rules, and Code of Regulations
• Federal grants management circulars, action transmittals and policy statements

Required Education:

• Graduation from high school, or equivalent, with courses in basic English and arithmetic may be substituted for six (6) months of General Experience.

Required Experience:

• Must meet the DHRD Minimum Qualification requirements for the Account Clerk IV class specifications.

VII. TOOLS, EQUIPMENT, AND MACHINES:

• The incumbent is required to use personal computer hardware, software, printer, typewriter, calculator, copier, scanner, and fax machine.