Administrative Support

Salary: See Position Description
Location : Kane'ohe, HI
Job Type: Full-Time Permanent
Job Number: 1
Department: Windward Community College
Division: Administrative Services
Opening Date: 04/10/2025
Closing Date: 4/28/:59 PM Hawaii
Position Number
Description

Title: Administrative Support (Fiscal Specialist, Senior)
Position Number:
Hiring Unit: Administrative Services
Location: Windward Community College
Date Posted: April 10, 2025
Closing Date: April 28, 2025
Band: B
Salary :
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent

Other Conditions: To begin June 2025.

Duties and Responsibilities

•   Serves as Assistant Fiscal Administrator, provides assistance to the Fiscal Administrator in overseeing daily Business Office operations, including, but not limited to, disbursing, cashiering, fiscal management, and internal controls.
•   Supervises, trains and assigns the workload of Administrative & Fiscal Support Specialist, Position No. 79324T, Account Clerk IV, Position No. 900441, and Cashier I, Position No. 43310.
•   Maintains and monitors the accounting of all funds and performs internal review of programs to ensure that accounting systems and procedures are being followed.
•   Assures compliance with statutes, State and University policies and procedures, including terms and conditions of external funding agencies, and generally accepted University principles.
•   Oversees, organizes, and maintains a comprehensive filing system of all fiscal documents, reports and ledgers for audit purposes.
•   Responsible for the preparation and explanation of campus financial reports for internal and external use, including trial balances, income statements and statements of condition, analyzes the financial condition, apprises program personnel of fund status and recommends changes or revisions as necessary to ensure compliance with University, State, and Federal policies and procedures.
•   Maintains the campus budget allocation in an accurate and precise manner using financial software.
•   Reconciles College records with University computer generated reports. Researches problems with departmental and Central Office staff and prepares correcting documents as required.
•   Resolves discrepancies between departmental and Central Office records. Contacts departmental/unit personnel and/or vendors verbally or in writing to resolve discrepancies.
•   Reviews, audits, and processes purchasing and payment documents to ensure compliance with State, Federal, and UH policies and procedures, and generally accepted accounting principles.
•   Assures expenditures are proper and reasonable, and appropriate supporting documentation is available. Certifies the availability of funds to support all procurement and disbursement transactions.
•   Responsible for payroll verification against payroll documents to ensure proper account and amount was charged. Prepares salary transfer(s) to make the necessary correction.
•   Responsible for preparing the necessary fiscal documents for payroll overpayments.
•   Monitors repayments and creates required documents to record repayments in the fiscal system, ensuring payment is properly credited to the correct account.
•   Creates, develops and implements a fiscal training program for departmental staff.
•   Trains campus users in creating and using Jasper or other UH System report generator programs to develop financial reports for administrators, faculty and staff.
•   Provides training on funds management, financial reporting, policies and procedures, disbursement, etc., to program managers and support staff.
•   Makes recommendations for the development and implementation of policies and procedures to ensure proper accounting, reporting and internal control systems.
•   Responsible for all revenue generating and financially self-sustaining programs for compliance with the UH Community College Policy 8.200. Collaborates and advises programs to develop and implement standard operating procedures.
•   Responsible for reconciling all campus Point of Sale (POS) programs, registration, and/or separate account receivable sub-systems, and inventory control systems on a monthly and annual basis, with the University general ledger accounting system.
•   Reports variances of financial and inventory information immediately to program personnel to determine corrective action(s) needed to balance with the general ledger.
•   Conducts regular audits of cash handling and deposits of all campus programs to ensure separation of duties from cash collection and cash deposits. Ensures appropriate procedures are followed and corrective action is taken in a timely manner.
•   Oversees recording of all cash, credit card, and accounts receivables in their POS system and the University's Financial Management System on a daily basis.
•   Responsible for conducting analyses to determine "net profit" of program activities deemed subject to unrelated business income tax (UBIT).
•   Oversees the collection and processing of all external customer accounts receivable payments and reconciliation of all deposits, through the Kuali Financial System (KFS).
•   Responsible for reviewing program accounts receivable aging reports on a monthly basis, ensuring that program follows up on receivables in excess of 30 days outstanding.
•   Responsible for ensuring all revenue generating and financially self-sustaining programs generating revenue via contractual rebate/commission payments, follow appropriate accounting procedures.
•   Creates and maintains accounting tables established in Student Registration System (Banner).
•   Develops, maintains and updates a Banner training manual for Business Office staff (e.g. registration payments, financial aid disbursements, refunds, etc.).
•   Organizes and directs the day-to-day cashiering operations and provides training on related Student Registration System (Banner) issues, including, but not limited to, collection, billing and refunding students and third-parties.
•   Serves as liaison with other campus departments for the coordination of student registration activities for credit and non-credit enrollment. Works with technical staff, Vice Chancellor for Student Affairs, Registrar, counselors, and department heads to resolve problems relating to the registration process affecting cashiering operations.
•   Advises students of financial aid, admissions, and registration policies as they relate to payments and/or refunds. Analyzes student statements and determines accuracy of awards or charges/credits. Works with Financial Aid and Admissions and Records staff to resolve problems.
•   Oversees the collection and processing of external customer accounts receivable payments and reconciliation of all deposits, through the Kuali Financial System (KFS).
•   Maintains financial obligation files on all accounts owing monies to the College.
•   Recommends accounts for tax set-off or collection agency, or write-off as appropriate. Processes all documents in support of these activities.
•   Works with the Fiscal Administrator in updating and maintaining the campus website regarding information related to tuition, refunds, procurement, disbursements, etc.
•   Acts as the Fiscal Administrator in their absence.
•  Other duties as assigned. Denotes Essential Functions

Minimum Qualifications
•  Possession of a baccalaureate degree in Accounting, Business Administration, Public Administration or related field and 3 years of progressively responsible professional experience with responsibilities for fiscal administration, and/or financial/cost accounting; 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 financial management 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/or financial management.
•  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.
•  Ability to communicate effectively both orally and in writing with the general public, faculty/staff, University, state and federal officials.
•  Ability to use Windows operating system and Microsoft Office applications.
•  Ability to create, update, and maintain worksheets using Excel software. Desirable Qualifications
•  Knowledge of the State . click apply for full job details