Administrative Officer, #0078260

Administrative Officer

Position Number: 0078260

Hiring Unit: SCH OF LAW, LAW DEANS OFF, LAW DEANS OFF

Location:

UH at Manoa

Band: B

Salary: salary schedules and placement information

Full Time/Part Time:
Full-time

Month: 11-month

Temporary/Permanent:
Permanent

Pending position clearance. Continuous recruitment until position is filled.

1. Reviews, approves, and provides daily oversight for a full range of activities in the Fiscal/Personnel Office that includes funds management, financial accounting, disbursement, accounts receivable, procurement, inventory management, human resource management and grants administration.

2. Participates in the recruiting of staff & faculty to include full-cycle recruitment, new hire orientation, onboarding, job postings, applicant tracking, reporting, temporary assignments, job descriptions, as well as the processing of employee promotions, transfers, terminations, and other human resources changes/updates.

3. Analyzes computer-generated accounting and personnel reports for accuracy and resolve discrepancies with appropriate University system administrative offices.

4. Reviews expenditure documents and resolves discrepancies to ensure timely and accurate processing of purchasing, personnel, and payroll data.

5. Oversees the processing of all SCOPIS payroll. Develops internal payment schedules and ensures timely payments are made.

6. Provides guidance to school personnel in the securing of bids and quotations for purchases as required by state, university, federal, and extramural funding agency policies and procedures.

7. Provides detailed cost analysis to assist in the evaluation of proposals.

8. Develops and implements internal policies and procedures to enhance the efficiency and effectiveness of financial and personnel operations.

9. Trains administrative staff on various computer applications, policies, and procedures (i.e. UH, RCUH, UHF, sponsor award conditions, student moot court travel, etc.)

10. Prepares adjusting journal entries to ensure accuracy of expenditure data, including cash draw downs and year-end adjustments.

11. Reviews and approves travel documents for intra-state and out of state travel for completeness and compliance with applicable UH policies and bargaining unit agreements.

12. Develops and implements internal deadlines and policies. Ensures all purchases comply with university policies and procedures and are within the budget plan.

13. Reviews contracts and extramural grant proposals and assists principal investigators in budget formulation and makes recommendations in accordance with federal and university circulars and guidelines.

14. Reviews extramural grants purchases and procurement activities and reconciles accounts in accordance with UH/RCUH/Federal Rules and regulations.

15. Assists in the management of the Fiscal/Personnel Office and related supervision of staff, including clerical, professional, and student employees.

16. Prepares quarterly payroll projections for both salaried and hourly employees. Maintains Excel spreadsheets for all payroll accounts and reconciles this against the ledger.

17. Keeps abreast of and interprets UH, state, federal, sponsor, RCUH and UHF policies and procedures, regulations, and statutory laws and rules to ensure compliance.

18. Works with the lead Administrative Officer and other school personnel to address audit concerns and implement corrective action.

19. Works closely with Law School managers and administrators to ensure the success of selected Law School programs such as student competition travel, school protocol spending, lecturer hiring and payroll, etc.

20. Gathers information, prepares reports and summarizes budget balances. This includes variance and trend analysis, the preparation of the financial section of the annual ABA questionnaire, and to ensure compliance with ABA standards.

21. Other duties as assigned

* Denotes Essential Functions

1. Possession of a baccalaureate degree in in Business Administration, Accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and human resource administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Considerable working knowledge of principles, practices and techniques in the field of 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 and theories and systems associated with 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…