What are the responsibilities and job description for the Admin & Fiscal Support Specialist (0096556T) position at University of Hawaii?
Description
Title: Admin & Fiscal Support Specialist
Position Number: 0096556T
Hiring Unit: Imiloa Astronomy Center
Location: UH Hilo
Date Posted: April 9, 2025
Closing Date: May 8, 2025, first review on or about April 24, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: Appointment to begin approximately June 2025, pending position clearance and availability of funding.
Duties and Responsibilities
Assist with ensuring the continued success of programs under Imiloa’s mission as a public facing bilingual informal science education center.
Serve as a member of the strategic planning and development team to support Imiloa’s ongoing success, included but not limited to exploring new programs, revenue streams and means for community and University impact.
Serve as fiscal officer for the Imiloa Astronomy Center and to provide support to the Hawaii Imiloa programs as needed.
Provide staff support in all administrative functions including accounting, procurement, personnel/payroll, and contract administration.
Processes all purchase orders, travel, and payments on RCUH, UHF and UH online systems.
Manage all elements of purchasing from Purchase order request to Bill Pay and Reconciliation.
Provide technical advice, interpretation and/or make effective recommendations on applicable policies, procedures and other administrative requirements to the program director, managers and staff.
Collect statistical data to analyze and develop administrative, accounting or program reports.
Gather and compile expenditure data for annual budget requests or for special reports as needed.
Monitor encumbrances to ensure funds are properly liquidated to improve the efficiency and cost effectiveness of the program’s operating budget.
Access the University’s Financial Systems to verify that accounting and payroll transactions are accurately recorded.
Prepare and/or revise requests for Sole Source or Sole Brand Justifications, Determination of Cost & Price Reasonableness, and Request for Quotes for goods, services, and construction.
Perform reconciliations of financial information, analyzes variances, prepares reports and recommendations.
Reviews all documents (i.e., purchase orders, consultant and personnel contracts, travel forms, etc.) to ensure compliance with University, State, and Federal rules and regulations.
Ensures all procurement documents are processed on a timely basis.
Maintains computerized accounting records and assures the accuracy of University and College generated reports.
Compiles long- and short-term expenditure forecasts relating to Units operations
Analyzes and collects data to support budgets and prepares justification for budgetary requirements, changes, etc.
Manages unit’s computers assets, purchases and software needs.
Periodically reviews the fiscal operations and initiates changes as appropriate.
Participate in year-end adjusting and closing entries. Coordinate the timeline with the respective departments and staff to ensure deadlines are met.
Assist with the preparation of financial reports including monthly expenditure. Prepare a budget-to-actual variance analysis.
Responsible for depositing funds and reconciling accounts/records.
Manage the equipment inventory and control systems to account for acquisitions, transfers and disposal of equipment.
Establishes appropriate budgetary controls to assure spending limits are not exceeded.
Responsible for compiling and updating data for quarterly expenditure plans.
Coordinates computer training sessions on various aspects of computer usage.
Other duties as assigned.
Minimum Qualifications
Possession of a baccalaureate degree in business, business administration, accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for accounting or fiscal operations; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of governmental or financial 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 or financial 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, apply word processing, spreadsheet and database software.
Demonstrated experience with procurement processes.
Experience maintaining and updating databases to ensure data integrity and accuracy.
Demonstrated ability in gathering, analyzing, and interpreting data to inform financial and budgetary decision-making.
Demonstrated ability in developing comprehensive reports or dashboards to track financial and budgetary trends.
Desirable Qualifications
Master’s Degree in Accounting.
Experience in writing and implementing successful grant proposals.
Advanced skills with complex reporting software
Familiarity with UH administrative policies and procedures and financial management information systems.
Knowledge of the generally accepted methods of evaluating financial performance, such as income statement preparation and analysis.
Experience and familiarity with one or more of the following: Kuali Financial System (KFS), Jaspersoft, ReportServer, SAP Concur, SuperQuote.
Experience in database management, using SQL or similar for data retrieval and mining.
Experience working with the general public and/or providing visitor services.
Proficiency in Hawaiian Language.
Knowledge of Hawaiian culture and Hawaiian natural history.
To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:
- Cover letter indicating how you satisfy the minimum and desirable qualifications
- Resume
Names and contact information (telephone number and email addresses) of at least three current professional references
Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos. Please redact references to Social Security number and birthdates on transcript copies. All requested documents/information will become the property of the University. All minimum qualifications must be met by the hire date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Martha Bouchard, marthbo@hawaii.edu
EEO, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/
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/
