University of Hawaii at HiloInstitutional Support PBB, (Fiscal Specialist) (#81456) Position Description

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The recruitment for this position vacancy has concluded.

UH Hilo, Administrative Affairs, Business Office, general funds, permanent, full-time, to begin approximately June 2013 pending position clearance and availability of funding.


Serves as the Administrative and Fiscal Specialist for the entire UH Hilo Campus including off-campus facilities and programs. Provides day-to-day support for the UH Hilo Business Office in areas including fiscal management, procurement and payables. Responsible for all aspects of contract administration, procurement of goods and services and the disbursement of payments to vendors and individuals, including compliance with University, state, and federal policies, procedures and regulations. Provides leadership, direction & advice to Deans/Directors in negotiating contracts including risk management issues. Writes & reviews contracts relating to service agreements, maintenance of equipment, athletic guarantees, facility lease & maintenance, refuse collection, security, subscriptions, etc. Provides technical guidance, advice, and interpretation and/or makes effective recommendations regarding applicable policies, procedures and other administrative requirements to the UH Hilo Campus. Ensures campus wide consistency and compliance in the application of these policies, procedure and regulations. Advises and cooperates with faculty members and other UH Hilo personnel in solving of problems and development of plans to fulfill educational and/or research objectives in accordance with University policies and procedures. Provides technical advice, interpretations and/or make effective recommendations regarding applicable policies, procedures and other administrative requirements to administrators, faculty and staff. Reviews financial ledgers, budget status reports and other financial reports to assess financial condition and ensures fund availability. Initiates, facilitates and assesses the opening and closing of fiscal accounts. Ensure proper recordation of expenditures and encumbrances. Initiates corrective action for erroneous actions. Participates in studies, analyses & evaluations of the financial resource requirements for UH Hilo program & operations. Researches background info drafts, prepares &/or presents to management written &/or oral financial reports & technical reports as appropriate. Responsible for the development of training materials & the preparation & coordination of training for the UH Hilo Campus. Provides support in the development & implementation of internal procedures & practices within the business office in accordance w/ applicable policies & procedures. Initiates, reviews and processes budget, fiscal, payroll and personnel documents and actions (e.g., contracts, purchase orders, requisitions, authorization, other fiscal documents, etc.). Assist in the preparation, processing and monitoring of payroll and personnel transactions in accordance with UH and RCUH procedures, policies, and deadlines. Keep abreast of current and emerging changes and updates in finance and accounting and general administration. Advises supervisor of the progress of projects assigned, anticipated problems, major policy changes expected affecting procurement, contract administration and/or payments. Establish and maintain close working relationships with UH System personnel, UH Hilo community and external individuals, agencies and vendors. Directs the work of subordinates in such a way as to provide for support of the UH Hilo programs and for necessary administrative controls. Assists the Director in daily Business Office operating and other administrative functions as required during his/her absence. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in Business Administration, Accounting, Finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for Business Administration; or equivalent education/training or experience. Considerable working knowledge of principles, practices and techniques in business administration area as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with business administration. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals. Demonstrated ability to operate a personal computer and apply word processing software. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Demonstrated technical skill in extracting data from databases and mainframe financial, personnel and student enterprise systems and using this data to prepare management reports. Considerable knowledge of accepted government accounting principles, techniques and fund accounting systems. Considerable knowledge of principles and practices of federal and state funding administration. Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques. Demonstrated proficiency in Microsoft Excel and Word, or comparable spreadsheet and word processing programs. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

Considerable knowledge of administrative practices of the University and/or other institutions of higher education. Knowledge of legislative process and procedures. Knowledge of research administration. Working knowledge of the datamart financial system or similar reporting tool.

Pay Range

PBB, $3,541/month minimum

Applications (How to Apply)

Submit: (1) cover letter explaining how the minimum and desirable qualifications are met; (2) APT application UH Form 64 (original signature required on application); (3) resume; (4) the names and addresses, email and telephone numbers of three (3) professional references; (5) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable, however official transcripts will be required prior to employment). All requested documents/information must be postmarked by the closing date and become the property of the University. All minimum qualifications must be met by the closing date. Failure to submit all required documents shall deem an application to be incomplete and will not be considered. Electronic submissions will not be accepted. Application address: Fiscal Specialist Selection Committee, c/o Annette Sugimoto, Human Resources Department, University of Hawaiʻi at Hilo, 200 W. Kawili Street, Hilo, Hawaiʻi 96720-4091.

Inquiries (General)

Dr. Marcia Sakai, (808) 974-7750;

Please refer to position #81456 when making inquiries.

Application Deadline

April 25, 2013

Important Information

The official advertisement can be found at Work At UH.

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

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 Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A 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.

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