Job description


  • Entry level
  • No Education
  • Salary to negotiate
  • Hawaii


DescriptionTitle: Institutional Support (Administrative and Fiscal Support Specialist)
Position Number: 0079555T
Hiring Unit: Administrative Services
Location: Windward Community College
Date Posted: November 08, 2019
Closing Date: December 04, 2019
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full Time
Temporary/Permanent: Temporary - Not to Exceed: June 30, 2020

Other Conditions: To begin January 2020, subject to available funding and program needs.

Duties and Responsibilities

- Assists with the financial management responsibilities for all revenue generating programs for the campus.
- Monitors and reviews the timely completion and submission of business plans for the revenue generating programs for the campus.
- Assists revenue generating programs with developing and maintaining standard operating procedures to ensure clear segregation of duties for cash receipting and inventory responsibilities.
- Responsible for ensuring that the Campus Administrative cost rate is applied on a quarterly basis to the gross revenue of all the revenue generating programs.
- Responsible for the distribution of monthly financial reports (revenue and expense reports and cash reports) to the programs for the campus.
- Monitors the timely receipt of commissions for all concession contracts and reconciles cash receipts to the general ledger.
- Monitors the timely submittal of cash collection deposits from the revenue generating programs.
- Responsible for reconciling all Campus Program point of sale (POS), registration, and/or separate accounts receivable sub-systems, and inventory control systems on a monthly and annual basis, with the University general ledger accounting system.
- Perform an inventory roll-forward calculation based on inventory dollar values in the point of sale (POS) System on a monthly basis. Compare and reconcile the calculated ending inventory to the month end inventory physical counts.
- Assist the Fiscal Administrator in conducting an analysis to determine "net profit" of Program activity deemed subject to unrelated business income tax (UBIT) and calculate any applicable UBIT tax payments that need to be made to the IRS.
- Review the program accounts receivable aging report on a monthly basis, ensuring that the program follows up on receivables in excess of 30 days outstanding.
- Oversees all accounts receivable invoicing and collections functions
- Recommends accounts for tax setoff or collection agency, or write-off as appropriate. Processes all documents in support of these activities.
- Assists with all cashiering activities and provides support in problem solving for the accounts receivable section of the office.
- Assists the Fiscal Administrator in approval of account receivable KFS edocs such as the advance deposit, credit card receivable, etc.
- Responsible for conducting regular cash handling and deposit audits of all Campus Programs to ensure separation of duties from cash collection and cash deposits, as well as ensuring that procedures are followed and that corrective action is taken.
- Assists with the physical audit and review of various change funds with programs that collect cash (i.e. Library and CCE).
- Create and maintain the accounting tables established in the Banner Student Information System. Includes creation of detail codes, account codes, sub-accounts, object codes, sub-object codes, etc.
- Assists in processing all refunds for student related charges in Banner. Works with Students, Financial Aid, Admission and Records, University System personnel and other agencies to resolve problems.
- Assists students on the counter, over the phone and on-line on inquiries regarding tuition and fees charges, payments, refund, financial hold obligations and other related matters to resolve problems with their accounts.
- Approves purchases less than $25,000 and disbursement of funds for all revenue generating programs to ensure compliance with Statutes, State & UH procurement policies & procedures, certifying for appropriateness and availability of funds.
- Review and approve travel documents for the revenue generating program accounts.
- Prepare and process KFS documents such as general error correction, salary transfers, transfer of funds, distribution of income and expense, account code creation/edit, etc
- Assists other Business Office personnel as requested or during periods of personnel absences.
- Other duties as assigned

Minimum Qualifications
- Possession of a baccalaureate degree in Accounting, Business Administration, Public Administration, or Liberal Arts; or equivalent education/training or experience.
- Functional knowledge of principles, practices and techniques in cashiering and/or accounting demonstrated by knowledge, understanding and ability to apply concepts, terminology.
- Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with cashiering and/or accounting.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the cashiering and/or accounting field.
- Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
- Demonstrated ability to operate a personal computer and apply word processing software.
- Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications
- Knowledge of the principles, practices and techniques of asset, liability, revenue, and expenditure accounting.
- Knowledge of the theories, principles, practices of organization and management.
- Ability to analyze, interpret, and apply financial and general administrative rules and regulations to a variety of work situations.

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:
- Resume;
- Cover letter indicating how you meet the minimum and desirable qualifications of the position, and;
- Transcript(s) verifying degree and coursework to date appropriate to the position. (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.) Transcripts issued from an institution 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.
- Applications submitted without transcript(s) will be reviewed based on related professional level experience and/or training.

Letters of recommendation attesting to job performance and personal character are optional. Incomplete applications will not be considered. Applications are deemed incomplete if materials are unreadable. Materials submitted become property of the College and will not be returned.

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

Inquiries: 808-235-7397

Windward Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, please contact: Human Resources Manager, EEO/AA Coordinator, Title IX Deputy for Employees at 808-235-7404; Title IX Coordinator at 808-235-7468; Section 504 Coordinator at 808-235-7448.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. For more information or inquiries regarding these policies, please refer to the following link:
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:, 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

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