Job description
Description
READVERTISEMENT
Title: Administrative Officer
Position Number: 0079408
Hiring Unit: OFC OF VP FOR STUDENT SUCCESS, STUDENT CO-CURRICULAR SUCCESS, STUDENT LIFE & DEVELOPMENT
Location: UH at Manoa
Date Posted: March 21, 2023
Closing Date: April 28, 2023
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
Program or Service Administration (70%):
1. Serves as the assistant Fiscal Administrator for the department with the ability to take on essential responsibilities in the Fiscal Administrator's absence to include a purchasing authority of at least $15,000.
2. Audits and gives preliminary approval for all fiscal documents submitted including checking account codes, object codes, supporting documentation, and compliance with annual operating budgets.
3. Prepares fiscal docs such as general error corrections, disbursement vouchers, contracts, & contract encumbrance forms for payment processing to central systems offices for approval to authorize disbursement and/or encumbrance of funds in a timely manner.
4.Oversees and reviews the department's daily deposits that are processed by support staff, ensuring proper documentation and coding of transactions, and performs the daily deposits when necessary.
5.Verifies that all purchases fall within the guidelines of State of Hawaii and University of Hawaii purchasing and disbursing policies and procedures.
6.Oversees all activities of the cashier section, ensuring that appropriate protocols are in place and compliant with state and university policies and procedures.
7.Verifies the charges and credits made to various revenue sources within the department are correct to include verifying records and billing for copy machine use, telephone charges, and utility charges.
8.Responds to inquiries and resolves situations involving special transaction requests of student organizations such as stipends, cash awards, purchasing of prizes, non-personal service contracts, etc.
9.Confers with Central Administration personnel and prepares adjustment and correction documents to correct discrepancies; and works with students and/or staff to assist with corrective actions.
10.Audits and gives preliminary approval for all travel documents for the branch to include staff travel, and directs and monitors student travel grants.
11.Assists with the implementation of the Campus Cash program including but not limited to handling the deposits, generating revenue reports, and disbursing funds to various program vendors.
12.Maintains files and payment documents for expenditure and revenue contracts.
13.Tracks contract due dates and provides notification to appropriate staff members of any upcoming expiration of contracts or needed modifications.
14.Serves as source of support in financial management, contract management, or other technical or functional areas, providing technical advice to students and advisors of chartered student organizations.
15.Administers contract payments for various contracts to include capital improvement projects, equipment purchases, consultants, events, tenants, as well as a wide range of service contracts.
16.Responsible for tracking contract expenditures and balances, notifying advisors and administrative officer when there are discrepancies and/or contract terms expire.
17.Supervises and trains fiscal student assistants as assigned. Monitors their progress and tasks assigned to them for thoroughness and completion.
18.Assists in maintaining departmental personnel records in accordance with University policies.
19.Oversees and maintains filing system for fiscal documents; ensuring the files are in retrievable order for seven (7) years.
20.Assists the Fiscal Administrator with creating detailed financial reports and data analysis from the eThority web based system.
21.Responsible for maintaining and updating Variance Reports for all department accounts, providing a critical analysis tool for budgeting and decision making.
22.Aids in the preparation, processing and submission of forms for payroll transactions for all employees.
23.Makes recommendations for internal accounting controls and procedures to adhere to generally accepted accounting principles and practices.
24.Responsible for upkeep and maintenance of the central departmental Administrative Procedures Manual, Business Affairs Circular, and price lists.
25.Assists other staff in preparing, processing, reviewing, and submitting all forms, reports, and correspondence for personnel transactions (recruitment, hiring, evaluation, and termination).
26.Develops training manuals to assist staff/students with fiscal procedures and instructions on the processing of fiscal documents.
27.Keeps abreast of policies and procedures of the different student organizations and branch programs to adequately address concerns of each group when appropriate.
28.Assists Fiscal Administrator in drafting edits of and/or evaluating proposed changes to departmental policies and procedures.
29.Serves as a passport agent and assists the Ticket & Information office with packaging passports for mailing.
Organizational Advising & Support (5%):
30. Under the direction of the SLD Director or appropriate faculty member overseeing student organizational development, assists with advising related to budget and finance.
Facilities Operations (5%):
31. Performs proper oversight for assigned workspace(s) and reports facility maintenance needs to appropriate facilities staff, in a timely manner.
Staff Efficacy & Renewal (10%):
32. Participates via institutional and/or personal membership in relevant professional associations appropriate to the position.
33.Participates and engages in professional development opportunities to be current with scholarship and best practices in the field.
Other (10%):
34. Represents and supports the University mission to students.
35.Understands and communicates intent underlying University policies and procedures to students and student organizations.
36.Other duties as assigned
Minimum Qualifications
1. Possession of a baccalaureate degree in business administration, education, recreation administration, social sciences, human development or a related field and 3 year(s) of progressively responsible professional experience with responsibilities for administrative, operational and technical support services, including accounting, bookkeeping, human resources, or fiscal services; or equivalent education/training or experience.
2. Considerable working knowledge of principles, practices and techniques in the accounting, fiscal services or business administration 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, theories and systems associated with accounting, fiscal services or business administration.
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. Knowledge of administrative and organizational processes as applied to the management of operations, services, facilities, and programs.
10. Considerable knowledge of accepted governmental accounting principles, techniques and fund accounting systems.
11. Ability to apply legal and policy provisions to situations consistently.
12. Ability to work effectively with multicultural populations.
13. Ability to work outside normally scheduled business hours including evenings, weekends, and/or holidays as required.
14. Ability to extract data from databases and mainframe financial, personnel and student systems and use this data to prepare management reports.
15. Ability to understand problems from a broad perspective, and use conventional and unconventional reasoning to discern underlying principles and to create creative, sound and feasible solutions.
16. Ability to review financial reports, and discern trends and concerns from such reports.
17. Ability to multi-task and perform in a high-paced environment.
18. Strong attention to details.
19. Demonstrated ability in Microsoft Excel and Word, or comparable spreadsheet and word processing programs.
20. Considerable knowledge of the theories and practices of organization and management.
Desirable Qualifications
1. Considerable knowledge of administrative practices of the University and/or other institutions of higher education.
2. Knowledge and understanding of the broad technology, systems, hardware and software associated with information technology.
3. Experience in preparing and monitoring financial, personnel and student data reports.
4. Experience in multi-tasking and performing in a high-paced environment.
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information (including telephone number and email addresses) of at least three professional references and (4) official transcripts with confidential information (i.e. social security number, birth date) redacted. A copy of transcripts is acceptable at time of application; however, originals are required upon hire. Incomplete applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries:
Eddie Robles; roblesed@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i 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.
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