Fiscal Specialist (Position #0078570)

Title: Fiscal Specialist
Position Number: 0078570

Hiring Unit: Administrative Services, Business Office

Location: Honolulu Community College

Date Posted: April 21, 2025
Closing Date: May 5, 2025
Band: B

Full Time/Part Time: Full-time

Month: 11-month

Permanent/Temporary: Permanent

Duties and Responsibilities (*denotes essential functions):

• Provide training and guidance in procurement process to faculty, staff and advise programs on all applicable policies. 
• Manage & resolve discrepancies involved with expenditures, encumbrances and balances for all accounts ensuring accuracy, appropriateness & compliance with policies & procedures. Recommend appropriate action to the Chief Administrative Officer.
• Review procurement documents for completion and ensure timely and accurate execution of large purchase documents.
• Assist with drafting and execution of concession contracts with external vendors.
• * Respond to inquiries from vendors, contractors, RCUH and University Procurement and Disbursing offices relating to correct procedures and provides factual information.
• Compose correspondence relating to purchasing and/or payment for the Chief Administrative Officer approval.
• Oversee the maintenance of internal fiscal information in accordance with established procedures for purchasing, payments and cash collections.
• Compile and consolidate annual fiscal year-end reports for Chief of Administrative officer for submission to Central Office.
• * Oversee the audit & review of Pcard purchases, which includes review of PCDOs, reconciling on-line ledgers, correcting entries to adjust changes in account codes or object symbols, & confirm monthly central reports. Assist with answering Pcard holders’ inquiries. Review and approve unblock requests. 
• Oversee the process for proprietary or sole source purchases and ensure compliance with applicable laws, University policies, procedures, rules and regulations.
• * Review & process all travel requests to include airline, hotel & ground transportation & calculating per diem based on federal standards for both UH & RCUH projects, in compliance w/UH/RCUH procurement rules & regulations & contract agreements.
• Under the direction of Chief of Administrative Officer, reconcile budget status reports with departmental records.
• * Provides expertise and serves as resource person in areas of cash handling and accounts receivables.
• * Oversee all payments and ensure deposit of collections are done on a timely basis.
• * Train, provide support & advise college staff & faculty in the areas of travel to ensure compliance to UH policies & procedures & federal regulations.
• * Providing training to staff & student assistants in the Business Office on daily operation of the Business Office and Cashier’s Office including customer service skills & problems & the proper use of Business Office tools such as KFS, e-travel & Banner.
• * Supervise, coordinate, monitor & evaluate assigned office assistants. Assist in resolving issues & concerns among Business Office staff and student assistants.
• Oversee and resolve Veteran Affairs issues in coordination with Admissions and Records Office in the area of receiving wire transfers and issuing student refunds.
• In the absence of the Chief and Assistant Administrative Officers, resolve problems, carry out oversight responsibility for the Business Office operation.
• Under the advisement of the Chief of Administrative Officer, develop & update procedures in the Business Office to ensure compliance of current policies, procedures, regulations, directives & state & Federal statutory requirements.
• Manage all incoming electronic funds in the areas of Veteran's Affair, Financial Aid and childcare program.
• Assist departments in the preparation of specifications for services, supplies or equipment when solicitation bids through the University's SuperQuote system.
• Oversee the planning and developing of cash handling procedures for Business Office and other departments within the College.
• Oversee the preparation and execution of year-end physical inventory of various departments (e.g. Cosmetology).
• * Perform complex tasks using BANNER to research issues related to student tuition and fees, financial aid disbursements and refunds, 3rd party payments and financial hold obligations.
• Manage and responsible for the reconciliation of institution online payment system (Touchnet) transactions in regards to online application fees, Parent Plus & Unsubsidized Loans. Resolve issues with UH Central Office.
• Other duties as assigned

Judgment Exercised:

• Judgments and decisions impact operations, functions, programs, management, or policies of the program or its organizational segments.
• Judgments are recognized as sound, accurate, and knowledgeable and are generally accepted and followed after general review.
• Efforts have impact on direction, accomplishment of goals, and schedules of projects.
• Work is expected to be technically thorough, creative, correct, and reliable, and result in the development of technically sound products, judgments, studies, recommendations, and documentation.

Originality:

• Develops, defines, or applies new or improved techniques, methods, practices, or strategies.
• Recommends constructive ideas to increase the efficiency, effectiveness, and productivity within a specialty area.
• Develops, defines, and applies new and improved techniques, strategies, and original methods to the solution of important problems in the specialty area.
• Originates plans, techniques, and/or procedures to apply existing knowledge to ideas, analyses, projects, or tests and evaluations.

Controls Over Position:

• The incumbent may recommend or establish policy and procedures applicable to an assignment.
• The incumbent works independently without close supervision and performs most assignments with instructions as to the general results expected.
• Guidance is given on unusual or complex problems and procedures as needed.
• The incumbent's supervisor is kept informed of general plans and progress of work.

Supervision Exercised:

• Coordinates, directs, reviews, and/or monitors the work of others in accomplishment of a specific task.
• Monitors, coordinates, or directs the work of lower level personnel, clerical assistants and/or student assistants.
• Coordinates, monitors, and/or supervises the work of clerical personnel and/or student assistants who require assistance and guidance on specific assignments.
• Reviews the work of others and/or provides training to others in area of expertise. Refers matters of policy to supervisor.
• May review the work product from specific task assignments of other professional, clerical, technical personnel and/or student assistants.

Minimum Qualifications 

Education and Professional Work Experience

Knowledge, Skills and Abilities

• Considerable working knowledge of principles, practices and techniques in the area of fiscal and administrative support 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 fiscal and administrative support.
• 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.

Supplemental Minimum Qualifications 

Desirable Qualifications 

• Knowledge of the administrative services policies and procedures of the University. 
• Knowledge of the Kuali Financial System (KFS) and BANNER student information system.
• Ability to establish and maintain effective working relationships with system level officials, campus administrators, faculty, staff and the general public.

To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents:  

1) Graduate and undergraduate transcript(s) from a regionally accredited institution of higher education showing degree and coursework to date appropriate to the position. Copies of transcripts must be attached to your application to receive credit for degree(s). Original official transcripts will be required at the time of hire. Academic record/grade summaries and diplomas will NOT be accepted. 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. Expense of the evaluation shall be borne by the applicant;

2) Cover letter explaining how you meet the minimum and desirable qualifications of the position;

3) Resume; and 

4) Names and contact information (including e-mail address) of at least 3 professional references.   Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. 

Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date. 

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

Inquiries: 
Honolulu Community College 
Human Resources Office 
honcchr@hawaii.edu
808-845-9144

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/