Administrative and Fiscal Support Specialist (pos 0079229)

Description

Title: Administrative & Fiscal Support Specialist

Position Number: 0079229

Hiring Unit: Administrative Affairs – Business Office

Location: Maui College

Date Posted: February 04, 2025

Closing Date: February 19, 2025

Salary: Salary schedules and placement information

Additional Salary Information: Pay band A: Minimum $4,307 / Month

Full Time/Part Time: Full Time

Permanent/Temporary: Permanent

Funding: General Funds

Other Conditions

This is NOT a remote position – job requires in-person work.

Duties And Responsibilities

(**denotes essential functions)

• **Serves as resource person for all cashiering functions at University of Hawaii Maui College.
• **Responsible in the planning and implementing of procedures, requirements, and guidelines for the processing of all registration payments, financial aid scholarship check disbursements, and student refunds.
• **Responsible for the daily tuition and fee collections, campus collection activities, external and internal accounts receivable collections via banner, Kuali Financial System (KFS), and/or Destiny, and recordation of cash receipts on the deposit forms.
• **Responsible for the maintenance of the computerized registration cashiering system, in terms of setting up for each registration period, and adjusting for system errors when necessary.
• **Works with faculty, staff and administrators to solve problems relating to the registration process affecting the cashiering operations.
• **Analyzes student statements and determines accuracy in credits/charges. Advises students in financial aid, admissions, and registration policies as they relate to payments and/or refunds. Resolves fiscal/administrative registration and payment problems with students, parents, University System personnel, and scholarship agencies, and makes necessary adjustments.
• **Works with students to set up accounts to make payments for their tuition; follow up in cases of non-payment and utilize judgement in making exceptions for special circumstances.
• **Responsible for the review, audit and posting of all refunds for student related credits. Interprets the Banner system procedures, analyzes problems, and maneuvers the system to maximize solutions.
• **Assist in preparing Internal Billing (IB) edoc in Kuali Financial System (KFS) using accounting information entered on the University of Hawaii Cashiers Office (IDO) form in order to transfer funds from the expense account to the income account.
• Assists in the training and supervising of support staff in all areas of cashiering.
• **Participates in regular meetings with the University of Hawaii Maui College Banner User Committee staff to provide input for improvements or to settle problem issues.
• **Responsible for developing and maintaining written internal Departmental instructions and operational procedures. Provide expertise and assistance in all areas of cashiering including registration and financial aid policies, student refunds, distance education, and student accounts receivables.
• **Interprets policies and procedures and makes decisions in the day-to-day operations. This may require direct contact with outside agencies, Central Admin personnel, faculty, staff, students, and the general public.
• **Responsible for the maintenance of all account receivables for the Business Office and Campus. Follows up on Campus receivables, such as library charges, non-credit tuition charges, food service, health center, Pharos, etc. Maintains financial obligation files on all clients owing monies to the College.
• Recommends accounts for tax set-off, collection agency, or write-off as appropriate. Processes all documents in support of these activities.
• **Assists supervisor in reconciling all deposits to account records. Also assists supervisor in gathering appropriate information for requested reports such as cash-flow analyses, tuition and fee revenue reporting, financial statements, etc.
• **Assist Campus Programs with developing and maintaining standard operating procedures to ensure proper accounting controls are in place, including clear segregation of duties for receiving, recording, authorizing and reconciling of cash receipts.
• **Conducts regular cash handling and deposit audits of all Campus Programs to ensure separation of duties from cash collection and cash deposits, and ensure that procedures are followed and that corrective action is taken in a timely manner.
• **Ensure that all sales proceeds generated by Campus Programs are deposited daily with the bank.
• **Assist in meeting the Campus' financial management responsibilities for all revenue generating and financially self-sustaining programs.
• **Ensure that all Program billing and accounts receivable processes follow a prescribed campus protocol to ensure timely posting of accounts receivable, invoices and collections.
• **Assist in monthly reconciliation of all Campus Program point of sale (POS), registration, and/or separate accounts receivable sub-systems, and inventory control systems, with the University general ledger.
• Acts on behalf of his/her supervisor whenever he/she is unavailable.
• Other duties as assigned
  
  

Minimum Qualifications

Education and Professional Experience

• Possession of a baccalaureate degree in Accounting, Business Administration, or a related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  
  

Knowledge, Skills And Abilities

• Functional knowledge of principles, practices and techniques in Cashiering and or Accounting 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 Cashiering and or Accounting.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of Cashiering and Accounting.
• 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.
  
  

Supplemental Minimum Qualifications

• Knowledge of the principles, practices and techniques of asset, liability, revenue, and expenditure accounting.
  
  

Desirable Qualifications

• Knowledge of the theories, principles, practices of organization and management.
• Knowledge of the principles and practices of personnel administration.
• Ability to analyze, interpret, and apply financial and general administrative rules and regulations to a variety of work situations.
  
  

Inquiries

Name: UH Maui College, Human Resources

Phone: 808-984-3381

Email: maui-hr-l@lists.hawaii.edu

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

To Apply

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

• A one- to two-page statement outlining ways in which you meet the minimum and desirable qualifications;
• Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.
• Academic record/grade summaries will NOT be accepted.
• Diplomas and copies will NOT be accepted.
• Resume
• Three (3) professional references with contact information (including email addresses)
• Optional letters of recommendation.
  
  

Incomplete applications will NOT be considered.

Note

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents/information become the property of Maui College and will not be returned.
• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).
  
  

If you have not applied for a position before using NEOGOV, you will need to create an account.

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity 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/