Fiscal Support Specialist (Accounts Payable), PBA (#97307) Position Description
The application collection portion of the recruitment for this position vacancy has concluded.
UH Hilo, Administrative Affairs, full-time, permanent, to begin approximately August 2024, pending position clearance and availability of funding.
Duties
Provides staff support in the performance of detailed and routine accounts payable processing. Serves as Accounts Payable (A/P) Processor, responsible for reviewing invoices and KFS payment requests, troubleshooting issues pertaining to problems with payments. Initiates follow-up with vendors and university departments as necessary to ensure invoices received are properly matched to the correct departmental purchase orders or contracts. Reviews, audits, and executes a variety of payment transactions, which are processed under varying payment conditions to ensure propriety/legality and proper authorization in conformance with applicable Fed & State laws, rules, regulations, and UH P&P's. Ensures all UH purchase order invoices received are opened, sorted, scanned, and matched to existing purchase orders created in the UH Kuali Financial System (KFS). Audits initiated electronic documentation to ensure compliance with State & UH P&P's. Prepares and utilizes open commitment reports on a regular basis to assist with monitoring open purchase orders. Monitors and ensures encumbrances are liquidated in a timely manner to avoid distortion of the university’s financial position and the availability of funds. Audits contract payments for valid/appropriate coding and consistency with support documents. Communicates with field staff on errors detected in the review of payment types. Instructs them on the required corrections, clarifications, & justifications for compliance. Expedites communication to initiate timely payments to vendors. Provides guidance to departments with vendor maintenance, including establishing new vendors and editing existing vendors in the UH financial system. Responsible for proper recordation of fiscal year-end accruals relating to accounts payable and pre-payments by established deadlines. Responsible for Identifying and following-up on stale-dated checks by contacting payees to determine if a replacement check is necessary. Complete and process required forms with supporting documentation to request a stop payment and replacement check in accordance with applicable Fed & State laws, rules, regulations, and UH P&P's. Supports the director in maintaining the UH Hilo’s Office of Contracts, Procurement and Payment website ensuring up-to-date and accurate information is readily available to the campus community. Ensures the UH Hilo’s Office of Contracts, Procurement and Payment website is structured to allow for seamless navigation, clear communication and visual, functional and content consistency. Establishes and maintains close working relationships with UH System personnel, UHH community and vendors. Responds to inquiries and provides general information to staff regarding payment processing. Other duties as assigned.
Minimum Qualifications
Possession of a baccalaureate degree in Business Administration, Accounting, Finance or related field and 2 year(s) of progressively responsible professional experience with responsibilities for accounting, auditing, finance; or any 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, finance, or business 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, finance or business administration. Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the areas of accounts payable functions and website management. 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 software and be proficient in Microsoft Office software applications such as Word and Excel. Functional knowledge and understanding of website management. Demonstrated ability to work independently, organize, establish priorities, and make sound decisions under pressure. Experience working in a post-secondary educational institution.
Desirable Qualifications
Demonstration of high levels of energy, flexibility and initiative. Familiarity with University of Hawai’i organizational structure and administrative policies and procedures. Working knowledge of the Kuali Financial System (KFS).
Pay Range
PBA minimum $4,307/month
Applications (How to Apply)
For a complete description, application instructions and to submit an application, please visit NEOGOV and search for #97307 or Fiscal Support Specialist. Please be sure to review the full job posting before applying. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries (General)
Carrie Masanda, cmasanda@hawaii.edu
Please refer to position #97307 when making inquiries.
Application Deadline
July 18, 2024
Important Information
The official advertisement can be found at NEOGOV.
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.