Job: Institutional Support (Fiscal Administrator)

Title:

Institutional Support (Fiscal Administrator)

Position Number:

0081014

Hiring Unit:

Administrative Services

Location:

Kaua'i Community College, Business Office

Date Posted:

November 20, 2013

Closing Date:

December 10, 2013

Band:

B

Minimum Monthly Salary:

salary schedules and placement information

Additional Salary Information:

Salary commensurate with qualifications and experience.

Full Time/Part Time:

Full Time

Temporary/Permanent:

Permanent

Funding:

General funds

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Other Conditions:

• General funded position, to begin approximately February 2014, pending availability of funds and actual staffing requirements.

Duties and Responsibilities

1. Serves as the campus fiscal and administrative officer for multiple and varied programs, and is responsible for the accounting of all monies allocated to and collected by the College.
2. Establishes and maintains a system of fund accounts and expenditure controls.
3. Participates directly in the development, analyses and formulation of the biennium and supplemental budget requests.
4. Assists the overall management of administrative services by developing short and long range budgets and conducts detailed end-of year period cash and funds flow analyses.
5. Prepares composite and unit income statements. Participates in complex and varied administrative process and analyses.
6. Prepares the Allocation and Expenditure Plan for all General, Federal, Special, Agency and Revolving funds of the College.
7. Responsible for preparing appropriate justifications for amendments and revisions caused by changing program requirements.
8. Prepares campus financial reports for internal and external use, including income statements and statements of condition to analyze the financial conditions of programs and keeps program personnel apprised of current fund status.
9. Supervises and participates in the maintenance of campus accounting records to assure that budgetary and financial entries are accurate and reconciled to major account codes.
10. Administers and directs the disbursement of funds for student tuition and fee refunds, student financial aid, and employee travel reimbursements.
11. Periodically audits the accounting of all cashiering operations on campus, including food service, to assure that cash received is properly recorded and deposited, and that proper internal control is maintained at all times.
12. Provides technical expertise to the Chancellor, Vice Chancellors, the VC of Administrative Services, Directors and faculty members in the application of financial, budgetary, procurement and property management laws, policies and procedures.
13. This responsibility includes developing specialized policy guidelines and procedures to assist program personnel manage their respective activities.
14. Provides financial accounting, procurement and property management training to program managers and their clerical support persons.
15. Assures compliance with statues, State and University procurement policies and procedures, terms and conditions of external funding agencies and generally accepted university accounting principles.
16. Assures that expenditures are proper and reasonable. Certifies the availability of funds to support such purchases.
17. Approves and authorizes the purchase of goods and services, including repair and maintenance contracts, up to $25,000.00.
18. Prepares all documentation and justification for purchases in excess of $25,000 which require the approval of the Director of Procurement and Property.
19. Supervise and participate in the development of formal/informal acquisition controls for the College. Monitoring each stage of the contract: initiates bid requests, monitors progress of vendor performance, and as liaison between the vendor and the College
20. Supervises the maintenance of campus inventory records, assuring proper identification and disposition of all equipment.
21. Administers the payroll system for the College, including establishing salary allocations, assuring proper and timely processing of payroll time sheets for lectures, casual hires and student employees of the College.
22. Maintain sound internal controls over all accounting, cash management, and procurement functions.
23. Monitors operating procedures for the safe distribution and control of financial aid checks to students.
24. Establishes and oversees operating practices and procedures for the Business Office and directly supervises two Account Clerks (IV and II), two Fiscal Accounting Specialists, one Cashier, and student help.
25. Supervises and directs the campus mailroom and central receiving operations by providing for the orderly receipt of mail and goods delivered by vendors.
26. Assures that adequate funds are available for the postage meter used to process outgoing mail.
27. Serves as the campus coordinator for all financial systems including any new systems implementations, upgrades, and configurations.
28. Trains Business Office and clerical support staff in its operating procedures.
29. Responsible for collecting outstanding student loan balances.
30. Uses technology and develops operational procedures to continually improve the efficiency and effectiveness of the operations of the fiscal office.
31. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Accounting, Business Administration or Finance and 5 year(s) of progressively responsible professional experience with responsibilities for fiscal, accounting, or controller/comptroller functions; or equivalent education/training or experience.
2. Considerable working knowledge of principles, practices and techniques in the areas of budgeting, transactional accounting, inventory accounting, billing, collections, accounts payable, payroll, travel reimbursements, financial aid disbursements, internal control, financial reporting, financial analysis, and procurement as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with accounting and procurement.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

1. Considerable knowledge of generally accepted governmental accounting principles and techniques.
2. Considerable knowledge of the theories, principles and practices of organization and management at a college or university.

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To Apply:

Submit 1) UH Form 64 ( standard format ) ( large format ) 2) 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. Online transcripts or academic record/grade summaries will NOT be accepted. Diplomas and copies will not be accepted.), 3) a brief one-page statement outlining how you meet the minimum and desirable qualifications, 4) one or more signed, original letters of recommendation attesting to job performance and personal character, and 5) résumé to the address below. Original signature required on application. All requested documents/information must be received or postmarked by the closing date. Materials submitted will not be returned and become the property of the College. Emailed or other electronically submitted documents will not be accepted or considered. Failure to submit all required documents shall deem an application to be incomplete and will not be considered. All minimum qualifications must be met by the closing date. Separate documents and application materials must be submitted for each position.

Address:

1. Human Resources Office
2. Kaua'i Community College
3. 3-1901 Kaumuali‘i Hwy.
4. Lihue
5. Lihue, HI 96766

Inquiries:

1. Human Resources Office; 808-245-8372

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 Hawaii may be viewed at: http://ope.ed.gov/security/, 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.