Fiscal Specialist

4 weeks ago

Honolulu, Hawaii, United States University of Hawai'i Full time

Job Summary: We are seeking a highly skilled and detail-oriented Fiscal Specialist to join our team at the University of Hawai'i. As a key member of our administrative staff, you will be responsible for ensuring the accuracy and compliance of financial records and transactions.

Key Responsibilities:

  • Apply professional financial accountability and documentation of procurement and acquisition records to ensure compliance with procurement, UH policies, rules and regulations.
  • Assist with interpreting rules, regulations, policies and procedures, and/or contract compliance.
  • Review the availability of funds for expenditures through purchase orders and pcard.
  • Review, audit and process purchasing documents including requisitions and purchase orders to ensure compliance with statutes, State & UH/RCUH procurement policies and procedures, terms and conditions of external funding agencies and University principles.
  • Review appropriateness and availability of funding and ensure the expenditure of funds is from proper funding sources and object codes.
  • Review and audit documents for completion, and enclosure of the proper attachments for the Fiscal Administrators' review and signature.
  • Review and monitor procurement of equipment and supplies, including preparation of specifications and securing appropriate bids from vendors for Fiscal Administrator.
  • Assist in administering the College's purchasing card system, including review of purchase card logs, reconciling on-line ledgers, adjusting changes in object codes, confirming monthly central report for accuracy & resolve discrepancy as required.
  • Review and monitor purchasing card usage and ensures proper documentation is attached to statements.
  • Monitor timely receipt of all monthly pcard holders statements and documents.
  • Review and process disbursement vouchers and payment requests to ensure compliance with applicable laws, policies, procedures, rules and regulations prior to submitting it to the Central services disbursing office.
  • Work directly with vendors, contractors, other departments and State offices verbally and or in writing to respond to inquiries, obtain pertinent documents, resolve procurement problems and for the distribution of Purchase orders.
  • Research and respond to central services questions regarding procurement documents.
  • Assist with compiling and consolidating annual fiscal year-end reports for submittal to central offices.
  • Maintaining campus inventory records, assuring proper identification and disposition of all equipment.
  • Assumes duties of other personnel in the Business Office during their absence, train student assistants and maintain a comprehensive filing system for all procurement and fiscal documents.
  • Perform other duties as directed by the Assistant Fiscal Manager and Fiscal Manager.

Requirements:

  • Possession of a baccalaureate degree in Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for accounting and/or fiscal administration; or equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  • Functional knowledge of principles, practices and techniques in the area of accounting and/or fiscal administration demonstrated by knowledge, understanding and ability to apply concepts, terminology.
  • Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with accounting and/or fiscal administration.
  • Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of accounting and/or fiscal administration.
  • Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
  • Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
  • Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
  • Ability to work outside normally scheduled work hours including day, night, weekend and/or holiday hours as directed.

Preferred Qualifications:

  • Ability to plan and supervise the work of subordinate personnel.
  • Knowledge of computer technology: spreadsheet, database management, word processing, internet and desktop publishing.
  • Ability to prepare and maintain comprehensive computerized fiscal records.

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