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Fiscal Assistant

2 months ago

Honolulu, United States East-West Center Full time
Job DescriptionJob DescriptionSalary: $55,658.79

PRThe East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

 

Our team is searching for a highly skilled and motivated Fiscal Assistant to support our Finance and Administrative Services team. If you have experience in finance, accounting, and/or budgeting; are accurate, analytical, and organized; and thrive in a fast-paced environment, we want to speak with you

 

As a Fiscal Assistant, you will play a critical role in supporting financial and budgetary oversight. This position will perform routine accounting tasks related to the preparation, processing, and maintenance of statistical, financial, billing, and other related fiscal records for the Center. The incumbent will need to possess a proactive, detail-oriented mindset who can handle multiple tasks with discretion and efficiency, is able to communicate effectively and serve with respect and integrity, navigate deadlines that can change rapidly, and handle sensitive information with the utmost confidentiality.

 

If this sounds like a position that you could thrive in, we encourage you to join our team and apply for this exciting opportunity today



KEY RESPONSIBILITIES OF THE FISCAL ASSISTANT 


Here are some of the key responsibilities you can expect in this role:

 

  • Collaborates with the fiscal officers in the preparation of program/project budgets for East-West Center (EWC) programs, by drafting, on own initiative, specific portion of the budgets. This involves determining and applying proper cost factors, through analyses of historical data, background research, or discussions with staff. Incumbent proposes and transacts revisions of budget allocations as required to meet ongoing targets.
  • Maintains records and controls for funding sources as assigned in coordination with the supervising Fiscal Officer (FO) and Senior Fiscal Officer (SFO). Has authority, in some cases, to transfer funds from one account to another.
  • Prepares or assists in preparing a variety of financial reports and in advising program staff coordinators of the status of funds for their respective areas of oversight and for contracts and grants. Usually, approximately 70% of the time incumbent receives assignments and projects from the FO.  However, projects come directly to the employee from program staff about 10% of time and 20% from the SFO.
  • Reviews all encumbrance and payment documents for accuracy, funding availability and compliance with contract and grant technical requirements. Works with staff to ensure that needed changes are made. Has signatory authority on all fiscal documents not only to approve items in the absence of the FO, but for approving documents, bringing only items of concern or of a problematic nature to the attention of the FO, either recommending or to discuss an appropriate course of action.  Incumbent also follows up with support staff to assure adherence to proper policies and procedures and to advise staff of necessary corrective action.
  • Updates system to track subcontracts, MOAs/MOUs and consultant contracts, and advises FO of action needed to extend, modify or close out instruments.
  • Assists FO with drafting and processing consultant contracts, subcontracts, MOAs, MOUs, amendments, etc. On occasion, the incumbent may fully draft an instrument, discussing the particulars of the work scope or related information with staff or the prospective contractor, and assuring that the instrument is properly reviewed and executed in a timely manner.
  • Assists FO and program staff with all phases of the contracts and grants process: proposals, implementation of award, modifications, financial reporting, closeouts, etc.
  • Participates in center meetings for the coordination of financial affairs. Participates in the formulation of policies, procedures, and modifications with respect to fiscal activities.
  • Provides training for other support staff as required. Also orients new support staff to requirements for processing fiscal documents and acquaints them with various departments, staff and services in central administration as necessary for performing their jobs.
  • Provides back up support, including processing and approving fiscal documents, for other EWC programs as required.
  • Assists with inventory records of hardware equipment within the EWC programs.
  • Works with the FO in developing systems, which contribute to the smooth and efficient management of budgetary processes, financial management, and overall administrative systems affecting operations at the Center.
  • Assists in maintaining liaisons with central administration with regard to relevant budget, fiscal, and administrative matters.


The position may be asked to perform other duties not listed on this position description as assigned by the supervisor.


REQUIRED QUALIFICATIONS AND SKILLS


You will need to possess the following qualifications and skills to be considered for this role:

 

Education & Experience – Bachelor’s Degree and at least three (3) years of full-time experience that demonstrates the ability to perform the duties of the position; or a combination of post-high school education, training, and directly related experience which totals six (6) years.


Communication – Possesses strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.


Demonstrated Ability - To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment;  to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.


Knowledge – Of office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment including computers and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, and equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.


Physical Requirements – Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.


Preferred qualifications include demonstrated knowledge of contracts, subcontracts, and budgetary methods; experience or understanding of government purchasing, budgeting, and planning; experience researching expenditure of funds; assisting with planning and controlling a financial program or series of accounts; exercise of analytical ability; assisting with financial reporting for contracts and grants; and experience assisting with post award administration and procurement program management.


SALARY AND BENEFITS

 

The East-West Center values its employees and provides a supportive work environment for staff to excel and thrive. Here are some of the benefits you can expect when you join our team:

 

  • Competitive Salary and Benefits

The annual salary for this position starts at $55,658.79 per year with an attractive benefits package that includes health insurance, retirement savings, and paid time off.

  • Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. By joining our team, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

  • Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

 


HOW TO APPLY

 

If you're interested in applying for this role, submit an electronic application by clicking the "APPLY TO THIS JOB" button below so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

 

  • Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

  • Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

  • Provide Three Professional References

Ensure that your references can attest to your skills, worth ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

 


The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

 

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside on Oahu, Hawaii.