Fiscal Assistant

Fiscal Assistant Position at East-West Center

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options.

The Center's 21-acre Honolulu campus, adjacent to the University of Hawai'i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Budget and Finance

• Collaborates with the fiscal officers in the preparation of program/project budgets for East-West Center (EWC) programs, by drafting, on own initiative, specific portion of the budgets. This involves determining and applying proper cost factors, through analyses of historical data, background research, or discussions with staff. Incumbent proposes and transacts revisions of budget allocations as required to meet ongoing targets.
• Maintains records and controls for funding sources as assigned in coordination with the supervising Fiscal Officer (FO) and Senior Fiscal Officer (SFO). Has authority, in some cases, to transfer funds from one account to another.
• Prepares or assists in preparing a variety of financial reports and in advising program staff coordinators of the status of funds for their respective areas of oversight and for contracts and grants. Usually, approximately 70% of the time incumbent receives assignments and projects from the FO. However, projects come directly to the employee from program staff about 10% of time and 20% from the SFO.
• Reviews all encumbrance and payment documents for accuracy, funding availability and compliance with contract and grant technical requirements. Works with staff to ensure that needed changes are made. Has signatory authority on all fiscal documents not only to approve items in the absence of the FO, but for approving documents, bringing only items of concern or of a problematic nature to the attention of the FO, either recommending or to discuss an appropriate course of action.
  
  Incumbent also follows up with support staff to assure adherence to proper policies and procedures and to advise staff of necessary corrective action.
• Updates system to track subcontracts, MOAs/MOUs and consultant contracts, and advises FO of action needed to extend, modify or close out instruments.
• Assists FO with drafting and processing consultant contracts, subcontracts, MOAs, MOUs, amendments, etc. On occasion, the incumbent may fully draft an instrument, discussing the particulars of the work scope or related information with staff or the prospective contractor, and assuring that the instrument is properly reviewed and executed in a timely manner.
• Assists FO and program staff with all phases of the contracts and grants process: proposals, implementation of award, modifications, financial reporting, closeouts, etc.
• Participates in center meetings for the coordination of financial affairs. Participates in the formulation of policies, procedures, and modifications with respect to fiscal activities.
• Provides training for other support staff as required. Also orients new support staff to requirements for processing fiscal documents and acquaints them with various departments, staff and services in central administration as necessary for performing their jobs.
• Provides back up support, including processing and approving fiscal documents, for other EWC programs as required.

Administrative

• Assists with inventory records of hardware equipment within the EWC programs.
• Works with the FO in developing systems, which contribute to the smooth and efficient management of budgetary processes, financial management, and overall administrative systems affecting operations at the Center.
• Assists in maintaining liaisons with central administration with regard to relevant budget, fiscal, and administrative matters.

The position may be asked to perform other duties not listed on this position description as assigned by the supervisor.

Education & Experience – Bachelor's Degree, or equivalent training and experience from which comparable knowledge and ability can be acquired. Possesses at least three (3) years of full-time experience that demonstrates the ability to perform the duties of the position; or a combination of post high school education and directly related experience which totals six (6) years. Qualifying experience must have experience assisting with planning and…