Honolulu, HI

2024-02188

09/27/2024

0077367

 

 

 

University of Hawai‘i, Kapi‘olani Community College, Business Office is seeking applications for the Administrative and Fiscal Specialist position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

 

Title: Institutional Support (Administrative and Fiscal Support Specialist)           

Position Number: 0077367

Hiring Unit: Administrative Services, Business Office

Location: Kapi‘olani Community College    

Date Posted: September 27, 2024

Closing Date: October 13, 2024, 11:59 PM HST   

Band: A

Salary: Salary schedules and placement information

Temporary/Permanent: Permanent 

Funding: General

Other Conditions:  General funded position, to begin approximately November 2024, pending position clearance, availability of funds, satisfactory performance, and program needs.

Introduction
Kapiolani Community College’s Business Office is responsible for all fiscal, budgetary, grants management, and property management functions at the College. The Business Office coordinates accounting and financial records; manages the procurement process; manages payroll; receives and accounts for cash (oversees the cashier functions carried out in other units); prepares and executes operational and capital budgets; manages contracts and grants; Controls inventory and fixed assets; and develops and implements applicable policies and procedures

Duties and Responsibilities
(NOTE: ** denotes Essential Functions)

• **Provides expertise and assistance for all areas of cashiering operations at Kapiolani Community College.
• **Utilizes a computerized registration system and cash register to receive and record payments. Implements procedures, requirements, and guidelines for processing all registration payments.
• **Assists in the supervision of daily collection, recordation, deposit of tuition and fees, and related refunds. Uses a computerized registration system and cash register to receive and record student related payments.
• Responsible for all Non-Credit invoice payment collections. Works with the Non-Credit Registration Office in generating reports to reconcile daily deposits. Resolves discrepancies as they occur.
• Responsible for the enforcement of registration, financial aid, and distance education policies, and student account receivables, including third party billings and follow up letters.
• Resolves problems with students, utilizing independent judgment in making certain decisions. Analyzes and determines problems and system-type errors, and makes adjustments as necessary.
• **Responsible for setup and maintenance of all refunds for student related charges. Interprets Banner registration system procedures, analyzes problems, and maneuvers system to maximize solutions. Verifies and authorizes all refunds as accurate and appropriate.
• **Uses TouchNet to process and help determine ACH and creditcard payments that were processed.
• **Process online direct loans, transcript fee and webapp payments.
• Ensure that all interactions with students are handled with professionalism, empathy, and efficiency.  Actively listen to students' concerns and feedback, providing thoughtful and culturally sensitive responses that foster a welcoming and inclusive environment.
• Interprets policies and procedures as necessary, and makes decisions in the day-to-day operations. This requires direct contact with outside agencies, UH System personnel, faculty, staff, students, and the general public.
• Responsible for maintenance of all distance education payments. Collects and records payments for other campuses. Works out procedures with other campus' staff and Systemwide staff for proper recording and resolving of problems.
• **Assists supervisor in reconciling all deposits and refunds to the monthly ledger report and the monthly Bank Merchant statement.
• Responsible for the oversight for the installment payment plan for student tuition payments. Works with students to set up accounts to make installment payments.
• Follows up on accounts receivables. Recommends accounts for tax setoff or write off.
• Works closely with the campus VA center, other University Departments, and external organizations for accurate recordation and return of funds.
• Assists supervisor in gathering appropriate information for requested reports.
• Supervises and trains support staff in all areas of cashiering.
• May acts as Head Cashier in absence of supervisor.
• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for cashiering, registration activities; or any equivalent combination of education and/or professional work experience that provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of cashiering and cash management 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 cash management. 
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the areas of cashiering and cash management.
• 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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.
• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
• Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.
• Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion
• Demonstrate a deep understanding of and respect for the diverse cultural backgrounds and personal experiences of each student, adapting communication and support strategies as needed to meet their unique needs and preferences.

Desirable Qualifications

• Familiarity or work experience with the Banner Registration System or cashiering registration at an institute of higher education.
• Familiarity or work experience with the Kuali Financial System (KFS).
• Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.
• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.
• Evidence of strong organizational skills, communication skills, and interpersonal skills. 
• Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To Apply" section carefully)

 

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) of at least three professional references; and

4. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued 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. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted 

• Diplomas and copies will NOT be accepted

 

Incomplete applications will NOT be considered.

 

NOTE:  

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Kapi‘olani Community College and will not be returned.

• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

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

 

Inquires: Kapi'olani Community College HR Department, kapcchr@hawaii.edu

 

EEO/AA, Clery Act, ADA