Employment Type : Full-Time
JOB
Title: Institutional Support (Fiscal Specialist)Position Number: 0081155THiring Unit: VP Research and Innovation, Office of Research Services, Extramural Funds AccountingLocation: Manoa CampusDate Posted: January 22, 2021Closing Date: February 08, 2021Band: A, BSalary : salary schedules and placement informationAdditional Salary Information: Commensurate with education and experienceFull Time/Part Time: Full TimeTemporary/Permanent: Temporary - Not to Exceed: June 30, 2021 Other Conditions: Looking to quickly fill one position at either Band A or B, dependent upon qualifications. Annually renewable every July 1st contingent upon performance and availability of funds. To learn more about the Office of Research Services, please visit: http://www.ors.hawaii.edu.Band A Duties and ResponsibilitiesEstablishes and maintains assigned awards and accounts. Ensures timely and accurate recordation of awards and accounts, and their respective attributes; budgets; revenues; receivables; indirect cost; advances; final invoice/report dates; and other extramural data; in compliance with applicable laws, regulations, sponsor requirements, policies, and procedures.Ensures timely, accurate, and complete submission of invoices; Letter of Credit draws; and interim, quarterly, and final financial reports. Certifies invoices per delegation. Continuously monitors awards with large cash deficits and/or special billing or other unusual requirements to ensure payment requests are submitted and Accounts Receivable recorded in a timely manner.Prior to issuing final invoices and reports, ensures that the program confirms final expenditures or that the final invoice/report is prepared in accordance with AP 12.412, reconciles IDC, prepares closeout checklist, and investigates and resolves any unusual items. Reviews and recommends approval/disapproval for program requests.Researches and resolves extramural accounting issues in accordance with applicable policies and procedures. Provides appropriate recommendations to Fiscal Administrators and Principal Investigators on extramural policies and procedures.Reviews, approves, and establishes initial advance account requests in compliance with established ORS policies and procedures. Reviews post-initial advance account requests and submits to management for approval. Monitors and follows-up on expiring/expired advance accounts to ensure compliance with APs & internal procedures.Manages and prioritizes workload as directed. Completes monthly Account Status Report by established due dates. Utilizes monthly Account Status Report to determine invoice and financial reporting due dates. Identifies, researches, and resolves potential issues keeping supervisor informed in a timely, meaningful, and concise manner.Establishes and maintains effective working relationships with ORS and OVPRI personnel, sponsors, Principal Investigators, Fiscal Administrators, and others to effectively and efficiently administer research accounting.Assists management in the design, development, and implementation of accounting and other extramural systems to provide meaningful data for the review/evaluation of extramural programs. Assists with system testing as needed.Assists with special projects which may include rotational duties, responding to auditors, fiscal year–end processes, documentation of department procedures, and other.Trains/cross-trains back-up accountants and other staff. Assists in developing training materials and programs for new staff. Serves as back up to assigned colleague(s).Keeps abreast of current policies, procedures, regulations, directives, and statutory and sponsor specific requirements.Demonstrates initiative by recommending actionable improvements to existing policies and practices in a positive and professional manner. Evaluates pros and cons of recommendations and their impact on other sections/departments. Communicates recommendations with diplomacy and tact.Performs other related duties as assigned.Band B Duties and ResponsibilitiesEnsures timely and accurate establishment and maintenance of awards and accounts, and their respective attributes; budgets; revenues; receivables; indirect cost; advances; final invoice/report dates; and other extramural data; in compliance with applicable laws, regulations, sponsor requirements, policies, and procedures.Independently ensures timely, accurate, and complete submission of invoices; Letter of Credit draws; and interim, quarterly, and final financial reports. Certifies invoices per delegation. Continuously monitors awards with large cash deficits and/or special billing or other unusual requirements to ensure payment requests are submitted and Accounts Receivable recorded in a timely manner. Prior to issuing final invoices and reports, ensures that the program confirms final expenditures or that the final invoice/report is prepared in accordance with AP 12.412, reconciles IDC, prepares closeout checklist, and investigates and resolves any unusual items. Reviews and recommends approval/disapproval for requests from programs. Exercises professional and independent judgement in researching, analyzing, evaluating, and resolving complex extramural accounting issues of considerable difficulty. Provides appropriate recommendations to Fiscal Administrators and Principal Investigators, as appropriate, on interpretation of extramural policies and procedures.Reviews, approves, establishes and maintains advance accounts in compliance with established ORS policies and procedures. Manages and prioritizes workload as directed. Completes monthly Account Status Report by established due dates. Utilizes monthly Account Status Report to determine invoice and financial reporting due dates. Identifies, researches, and resolves potential issues keeping supervisor informed in a timely, meaningful, and concise manner. Establishes and maintains effective working relationships with ORS and OVPRI personnel, sponsors, Fiscal Administrators, Principal Investigators, and others to effectively and efficiently administer research accounting. Assists with complex/special projects which may include rotational duties, responding to auditors, fiscal year–end processes, documentation of department procedures, and other. Trains/cross-trains back-up accountants and other staff. Assists in developing training materials and programs for new staff. Serves as back up to assigned colleague(s). Keeps abreast of current policies, procedures, regulations, directives, and statutory and sponsor-specific requirements. Demonstrates initiative by studying and recommending actionable improvements to existing policies and practices in a positive and professional manner. Evaluates pros and cons of recommendations and their impact on other sections/departments. Communicates recommendations with diplomacy and tact. Performs other related duties as assigned. Other duties as assigned Band A Minimum QualificationsPossession of a baccalaureate degree in Business Administration; or equivalent education/training or experience. Functional knowledge of principles, practices and techniques in accounting and business management 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 business management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the accounting and business 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.Experience using Windows operating system and Microsoft Office applications. Ability to utilize email for general office correspondence. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Band B Minimum QualificationsPossession of a baccalaureate degree in Business Administration and 3 years of progressively responsible professional experience with responsibilities for accounting; or equivalent education/training or experience.Considerable working knowledge of principles, practices and techniques in the area of financial accounting, cost accounting, and governmental accounting 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 governmental accounting and fund accounting.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.Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Band A Desirable QualificationsSome knowledge and experience with generally accepted financial policies and procedures. Functional knowledge of UH policies and procedures. To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and upload required documents. Required documents include: (1) cover letter indicating how you satisfy the minimum and desirable qualifications; (2) resume; (3) the names and contact information of at least three professional references; and (4) transcripts showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.) NOTE: Please create a new account if this is your first time applying for a position using NEOGOV. Inquiries: Stacy Sanders; 808-956-8166; research@hawaii.edu
EXAMPLE OF DUTIES
The University of Hawai'i 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. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/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/