Disbursing Supervisor (Finance & Accounting)
Company: East-West Center
Location: Honolulu
Posted on: May 27, 2023
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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
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