Job description

GENERAL PURPOSE OF POSITION

The Accounting Assistant is responsible for the functional support of the day-to-day processing of accounts payable and accounts receivable transactions, including pre-audit of fiscal documents.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Pre-Audit/Accounts Payable Processing

a. Processes, opens and sorts incoming accounts payable invoices and forwards as applicable.

b. Time stamps and screens all accounts payable and cash disbursements for procurement and organizational compliance.

c. Reviews, verifies, receives/matches, and confirms account code and authorizations on purchase orders, vendor invoices, travel and per diem requests, purchase card documentation, and all other cash disbursement requests.

d. Tracks rush requests.

e. Informs internal requester of any changes made to account codes.

f. Accurately enters payment requests in OHA’s financial management software (e.g., Oracle Financials) for further batch processing.

g. Assists OHA Program staff with financial management accounts payable module, fiscal documents and account coding in Oracle Financials.

h. Forwards payment batches to Accounting Manager for review and approval.

2. Accounts Receivable Processing

a. Processes, opens and sorts incoming accounts receivable payments and forwards as applicable.

b. Batches payments received for deposit into proper bank accounts. Prepares Treasury Deposit Receipt to log deposits and to accurately apply credits to outstanding accounts in OHA’s financial management software (e.g., Oracle Financials).

c. Communicates with OHA program staff monitors on past due accounts and follows-up on missing and/or incomplete documentation.

3. Payment Processing

a. Opens and closes fiscal periods in OHA’s financial management software (e.g., Oracle Financials) and its associated modules.

b. Obtains appropriate authorization on payment batches before issuing checks and transmitting positive pay information to OHA’s financial institution

c. Prepares check transmittal receipts and obtains staff initials to confirm receipt of checks delivered in-house. Mails all other checks not delivered in-house.

d. Interfaces OHA’s system with the State of Hawai‘i’s FAMIS system to request reimbursement for general fund expenditure and issuance of ceded land revenue from various state departments.

e. Runs unposted invoices and payment sweep program to following month and close prior month once invoices are swept.

f. Creates and maintains supplier/vendor list in OHA’s financial management system including OHA W-9s, ACH Direct Deposit Agreement, determining tax classification, and confirming addresses as applicable.

4. Administrative and Operational Support

a. Maintains and reports inventory control records to the State of Hawai‘i’s Department of Accounting and General Services (DAGS) including working with the Accounting Manager to monitor and maintain the asset management system.

b. Prepares and reconciles quarterly/semi-annual expense reports (trustee allowance, travel report, etc.) as assigned.

c. Provides billing, payment, and other purchasing information to vendors, OHA personnel, and others as applicable.

d. Assists in the monthly and fiscal year end closing as assigned.

e. Tracks and follows-up with requesters, both internal and external, on missing and/or incomplete documents.

f. Maintains organized and accurate files.

g. Refers any questionable requests to the Accounting Manager for further guidance and instruction.

h. Maintains petty cash account for the OHA main office. Performs periodic review of reconciliation of petty cash accounts for OHA’s outreach offices located on outer Islands.

i. Investigates discrepancies in order to reconcile accounts.

j. Annually reviews, prepares, and mails IRS Form 1099-Misc to OHA vendors as required.

k. Organizes and distributes paystubs to employees for bi-monthly payroll.

l. Mails or distributes annual W-2s to employees.

5. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Accounting Manager, Controller, the Accounting Manager, the Director, Resources Management – Financial Assets Division (functioning as the CFO), and/or the CEO.

6. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Accounting Manager, Controller, the Accounting Manager, the Director, Resources Management – Financial Assets Division (functioning as the CFO), and/or the CEO.

MINIMUM QUALIFICATIONS

Education, Training And/or Experience

1. Graduation from high school, preferably graduating from an accredited two (2) year college or university with an Associate’s degree in accounting or a related field.

2. Except for the substitutions provided elsewhere in this specification, applicants must have had progressively responsible experience of the kind and quality described in the paragraphs below.

Six (6) months of general experience which demonstrated knowledge of arithmetic and spelling; knowledge of accounting and analytical problem solving; ability to follow oral and written directions; to write simply and directly and to observe differences in words and numbers quickly and accurately.

Three (3) years of specialized experience which involved work in coding and reconciling accounts and the upkeep of standard financial worksheet subsidiary ledgers, journals, and schedules; maintaining, financial accounting records and deriving reports therefrom. The specialized experience should have included at least one (1) year of supervisory experience involving the assignment, coordination, and evaluation of complex account and clerical work.

Such experience must have demonstrated knowledge of standard accounting classification and terminology pertinent to accounts maintenance operations; modern office procedures and method; basic principles and practices of accounting; arithmetic and basic mathematical calculations; department policies and procedures related to clerical accounting functions; and the ability to develop and maintain effective working relationships with others.

Substitution:

a. A bachelor’s degree in business administration (BBA) may be substituted for General or Specialized Experience.

b. Excess Specialized Experience may be substituted for Educational and/or Work Experience on a month-for-month basis.

Knowledge, Skills And Abilities

1. Must have working knowledge of:

• Basic principles and practices of accounting and the ability to apply this knowledge to day-to-day tasks

• Arithmetic and basic mathematical calculations, including decimals and percentages

• General business environment and structure

• Modern office procedures and methods, including standard filing, indexing, and cross-referencing

• Policies and procedures related to clerical accounting functions

• Multiple communication techniques and the ability to communicate at all levels

2. Must have demonstrated skills or ability to:

• Supervise, plan, and analyze

• Make mathematical calculations and perform detailed clerical work with speed and accuracy

• Intermittently, review and proof documents related to operations

• Observe, identify and problem solve office operations and procedures

• Learn to understand and explain OHA’s policies and procedures

• Process, balance and adjust a variety of fiscal transactions and accounting data

• Learn policies and procedures applicable to the processing and maintenance of accounting data

• Obtain information through questioning and deal firmly and courteously with the public

• Must also be able to understand and follow written and oral instructions

• Present facts clearly both orally and in writing

• Deal tactfully and effectively and establish and maintain working relationships with other employees, external agencies and their representatives, and with the general public

• Function effectively in a team environment

• Operate a personal computer in the performance of a variety of clerical accounting and statistical functions

• Type at a speed necessary for successful job performance

• Use of Oracle (or equivalent) and 10-key by touch

• Customer service skills are essential due to daily contact with end-users in various departments

How To Apply

To apply for this position, visit our company jobs website at www.oha.org/jobs. Download, complete and submit the fillable OHA application form along with a resume and cover letter via email

Or via mail to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift

Work Location: One location

www.colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, www.colinoncars.com is the ideal place to find your next job.