Title: Administrative Support (Admin & Fiscal Support Spec)
 Position Number: 0097247
 Hiring Unit: Administrative Services
 Location: Windward Community College
 Date Posted: April 15, 2024
 Closing Date: May 7, 2024
 Band: A
 Salary : salary schedules and placement information Full Time/Part Time: Full Time
 Temporary/Permanent: Permanent

 Other Conditions: To begin June 2024.

 Duties and Responsibilities

1. *Under the supervision of Pos. No. 0097183, Fiscal Specialist, Senior, reviews, audits, and processes UH/RCUH documents, including but not limited to, requisition and disbursement vouchers to ensure compliance with Statutes, State and UH/RCUH procurement policies and procedures, terms and conditions of external funding agencies, and University principles.
2. *Approves purchases less than $25,000 for all fund types (General, Special, Federal and Revolving), certifying for appropriateness and availability of fund.
3. *Responsible for the distribution, logging and utilization of purchase orders and other purchasing documents.
4. *Responsible for reviewing all necessary procurement documentation are provided and correct for all purchases.
5. *Assists in working with campus administrators, University officials, and outside vendors to resolve procurement issues.
6. *Reviews and audits all travel documents in accordance with established policies, procedures, and collective bargaining agreements. Submits documents to appropriate Systems offices (Disbursing, RCUH) for further action.
7. *Reviews and maintains purchasing card usage and ensure expenditures are proper and reasonable.
8. *Assists in monitoring the College's purchasing card system, including the review, audit/correction, and reconciliation of P-Card transactions on a monthly basis, ensuring appropriate use of funds.
9. *Reviews and approves student employment transactions (hire, changes to account codes, appointment period, pay increases, etc.).
10. *Oversees the processing of online payroll payment transactions (SECE,TAPS). Audits, resolves and corrects problems or discrepancies regarding these payments.
11. *Conducts audit of posted SECE and TAPS payment transactions to verify accuracy.
12. *Reviews and processes the proper documentation to establish, maintain, and update vendor files in the Kuali Financial System.
13. *Updates and maintains campus account code listing for appropriated and extramural funds as needed.
14. *Assists in verifying fund availability and balance inquiries by campus departments.
15. *Assists supervisor with ensuring the Cashier's window is adequately staffed and appropriate services are provided. Ensures transactions (tuition payment, student refund, etc.) are conducted accurately using the Banner computerized student information system.
16. *Assist in compiling and consolidating annual fiscal year-end reports for submission to Central Offices.
17. *Processes all tax set-off adjustments, including but not limited to, updating accounts receivable records and following-up on notices to individuals.
18. *Assists Business Office staff in interpreting rules, regulations, procedures, policy and/or contract compliance.
19. *Assists supervisor with ensuring daily operational needs are met with adequate staffing.
20. *Supervises, trains, and schedules student assistants. Prepares student work agreements, certifies and approves payroll timesheets.
21. Other duties as assigned.

*Denotes Essential Functions

 Minimum Qualifications

1. Possession of a baccalaureate degree in Accounting, Business Administration, Social Sciences, or related field; 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 areas of accounting and/or 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 accounting and/or fiscal administration.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of accounting and/or fiscal administration.
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 and apply word processing software.
8. Demonstrated ability to exercise tact, be polite, and courteous. Must have the ability to work well with others, to have proper business phone and email etiquette, and the ability to provide quality customer service.
9. Demonstrated ability to effectively organize and carry out multiple tasks with conflicting deadlines.
10. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
11. Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized. Must be able to follow-up on assigned tasks through satisfactory completion.

 
 Desirable Qualifications

1. Ability to plan and supervise the work of subordinate personnel.
2. Knowledge of computer technology: spreadsheet, database management, word processing, internet and desktop publishing.
3. Ability to prepare and maintain comprehensive computerized fiscal records.
4. Experience and/or knowledge of Kuali and RCUH financial systems, e-Thority, and/or UH payroll systems (SECE, TAPS).

 
 To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents:
 

1. Resume; and
2. Cover letter indicating how you meet the minimum and desirable qualifications of the position; and
3. Transcript(s) verifying degree and coursework to date appropriate to the position. (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.) Documents issued from an institution 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. Expense of the evaluation shall be borne by the applicant; and
4. Transcripts must be attached to receive credit for degree(s). To upload transcripts, click on " Add supplemental attachment" after uploading required attachments. Applications submitted without transcripts will be reviewed based on related professional level experience and/or training.

REDACT references to birth date and Social Security number on submitted documents. Letters of recommendation attesting to job performance and personal character are optional. Incomplete applications will not be considered. Applications are deemed incomplete if materials are unreadable. Materials submitted become property of the College and will not be returned.
 
 Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
 
 Inquiries: Windward Community College Human Resources Office, 808-235-7404.
 
 Windward Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, please contact: Human Resources Manager, EEO/AA Coordinator, Title IX Deputy for Employees at 808-235-7404; Title IX Coordinator at 808-235-7468; Section 504 Coordinator at 808-235-7472.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: https://www.hawaii.edu/titleix/help/campus-security/, 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: https://www.hawaii.edu/offices/eeo/accommodation-request/