Disbursing Supervisor (Finance & Accounting)

Company: East-West Center
Location: Honolulu
Posted on: May 27, 2023

Job Description:

ALL QUALIFIED PERSONS, ESPECIALLY WOMEN, MEMBERS OF MINORITY GROUPS, VETERANS AND PERSONS WITH A DISABILITY, ARE ENCOURAGED TO APPLY. IF YOU HAVE A DISABILITY OR ARE A PROTECTED VETERAN, WE INVITE YOU TO IDENTIFY YOURSELF, ON A VOLUNTARY BASIS, AND TO ASSIST US WITH PLACEMENT AND REASONABLE ACCOMMODATION.SUMMARY: The East-West Center is accepting applications for a limited, two-year appointment (with possibility of extension) for a Disbursing Supervisor within the Office of Management Operations - Financial and Administrative Services. The Disbursing Officer oversees all payments made by the Center and ensures requisite documentation is obtained, filed and disseminated. The incumbent will supervise disbursing operations and the daily work of its Voucher Examiners, ensuring duties are prioritized, and executed in accordance with Center policies and procedures.The position is also responsible for ensuring quality control for the Center's disbursing and other related functions including dealing daily with vendors, co-workers and third parties in resolving payment-related disputes or issues. The position solves problems independently through analysis and by offering alternate resolutions based on prior knowledge or new research of applicable regulations.MAJOR DUTIES:Directs the operational activities of the Disbursing Section by serving as the focal point as questions, problems and situations occur and determines action to be taken. Develops internal work procedures to facilitate the timely and accurate processing of all accounts payable documents. Makes day-to-day adjustments in work assignments in accordance with priorities to assure the timely processing of payments. Instructs and leads the Disbursing staff in the implementation of new or revised policies and procedures and re-assigns tasks within the unit to accommodate these changes. Conducts periodic review of payment documents processed by the Voucher Examiners to determine if documents are in conformance with policies and procedures. Resolves complex disbursement issues that require additional research, consultation with vendors and/or other documentation. Assures financial reporting responsibilities and proper certifications on contractual arrangements are carried out as required in connection with payments.Supervise the unit's operations and serves as liaison with Fiscal/Purchasing and Program/Office support staff on Disbursing issues. Communicates frequently with all Center office staff with guidance, and training where necessary, to help expedite the payment process. Advises and guides programs on providing funding to support projects and Center activities undertaken in the field.Manages the changes to the travel accounts by working with travel agencies and recommending policies or procedures that best fits the Center's travel requirements.Keeps supervisor abreast of workflow, staff problems and concerns, requests for leave, working conditions, and training needs and provides evaluative input for performance of Disbursing staff. Makes recommendations as appropriate for changing or improving Center wide document flow and administrative policies and procedures. As new automated financial systems are proposed, position assists supervisor with specifications; reviews, during developmental state, the design of input and output documents/reports; tests; prepares for implementation (training materials and instruction for users); implements and evaluates computer systems/programs that affect the unit's operations.Audits documents for accuracy, proper use of account/classification codes, distribution of expenditures to proper accounts, appropriate per diem rates and application of rates used for varying itineraries, sufficient and accurate supporting documentation, foreign currency conversions, use of American Flag Carriers or premium class travel when applicable with accompanying justification and documentation, compliance with applicable policies, procedures, contractual terms and conditions, purchasing policies and procedures, completeness of required data, and award terms and conditions. Reviews visa status to determine allowability of costs for international contractors and participants. Determines course of action when document cannot be processed for payment. As appropriate, researches payment records and files; contacts vendors, fiscal officer, other program staff, or refers to supervisor for further action.Assures that payments are allowable and in accordance with applicable regulations. This includes Center policies and procedures, federal travel regulations, federal circulars such as OMB A122 (Cost Principals for Non-Profits) and A110 (Administrative Requirements for Non-Profits), IRS and visa regulations, and when appropriate the terms and conditions of contract and grant awards in consultation with the Fiscal Office. Assures that accurate and proper tax withholding payments are made when required. Oversees the maintenance of files and records of reportable vendor, participant, or employee payments, and provides leadership for the Disbursing archival processes in accordance with audit standards. Coordinates the calendar year-end tax reporting for the Center. Prepares and distributes federal and state tax forms as required by tax regulation.Reviews disbursing transactions for the unit and approves the production of checks. Oversees maintenance of up-to-date vendor code listing, adding, deleting and changing when necessary. Assembles supporting data to audit copies of check and prepares check release form for supervisor's approval.The position may perform other duties as assigned.SUPERVISION: This position works under the general supervision of the Controller. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. Employee is expected to work independently to address the supervisor's needs and then implement accordingly, including reorganizing the unit as appropriate and instructing the Voucher Examiners on problem resolution.REQUIRED QUALIFICATIONS: Bachelor's Degree in Business or a related field; or equivalent training and experience from which comparable knowledge and ability can be acquired. Possesses at least three (3) years of relevant work experience demonstrating the ability to perform the major duties of this position.Demonstrated ability to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to communicate effectively both verbally and in writing and to function effectively as a work leader.Knowledge of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment, including computers, LCD projectors, and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, or other equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.SALARY: $64,919.97 per year which includes a cost-of-living allowance (COLA) currently at 9.28% (subject to change annually) and an attractive total compensation package.WHO MAY APPLY: All persons who meet qualification requirements.HOW TO APPLY: Submit an electronic application at APPLY FOR THIS JOB NOW. Application information should include a cover letter with position title and a statement addressing how the qualifications are met, a resume, and names and addresses of three professional references. Screening and assessment will be based on the materials submitted.An Equal Opportunity Employer/Vet/DisabledAs required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment.This is a full-time position

Keywords: East-West Center, Honolulu , Disbursing Supervisor (Finance & Accounting), Accounting, Auditing , Honolulu, Hawaii