Fiscal Assistant

Fiscal Assistant Position at East-West Center

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center's 21-acre Honolulu campus, adjacent to the University of Hawai'i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our Finance team is looking for a Fiscal Assistant to help with manage budgetary and financial oversight for the East-West Center's appropriation of various external contracts and grants. This role includes performing routine clerical accounting tasks related to the preparation, processing, and maintenance of statistical, financial, billing, and other related fiscal records for the Center. The Fiscal Assistant will also assist Fiscal Officers in performing other tasks related to payroll, financial reporting, records retention, and data entry to ensure smooth and efficient operations.

Major Duties

Budget and Finance

• Collaborates with the fiscal officers in the preparation of program/project budgets for East-West Center (EWC) programs, by drafting, on own initiative, specific portion of the budgets. This involves determining and applying proper cost factors, through analyses of historical data, background research, or discussions with staff. Incumbent proposes and transacts revisions of budget allocations as required to meet ongoing targets.
• Maintains records and controls for funding sources as assigned in coordination with the supervising Fiscal Officer (FO) and Senior Fiscal Officer (SFO). Has authority, in some cases, to transfer funds from one account to another.
• Prepares or assists in preparing a variety of financial reports and in advising program staff coordinators of the status of funds for their respective areas of oversight and for contracts and grants. Usually, approximately 70% of the time incumbent receives assignments and projects from the FO. However, projects come directly to the employee from program staff about 10% of time and 20% from the SFO.
• Reviews all encumbrance and payment documents for accuracy, funding availability and compliance with contract and grant technical requirements. Works with staff to ensure that needed changes are made. Has signatory authority on all fiscal documents not only to approve items in the absence of the FO, but for approving documents, bringing only items of concern or of a problematic nature to the attention of the FO, either recommending or to discuss an appropriate course of action. Incumbent also follows up with support staff to assure adherence to proper policies and procedures and to advise staff of necessary corrective action.
• Updates system to track subcontracts, MOAs/MOUs and consultant contracts, and advises FO of action needed to extend, modify or close out instruments.
• Assists FO with drafting and processing consultant contracts, subcontracts, MOAs, MOUs, amendments, etc. On occasion, the incumbent may fully draft an instrument, discussing the particulars of the work scope or related information with staff or the prospective contractor, and assuring that the instrument is properly reviewed and executed in a timely manner.
• Assists FO and program staff with all phases of the contracts and grants process: proposals, implementation of award, modifications, financial reporting, closeouts, etc.
• Participates in center meetings for the coordination of financial affairs. Participates in the formulation of policies, procedures, and modifications with respect to fiscal activities.
• Provides training for other support staff as required. Also orients new support staff to requirements for processing fiscal documents and acquaints them with various departments, staff and services in central administration as necessary for performing their jobs.
• Provides back up support, including processing and approving fiscal documents, for other EWC programs as required.

Administrative

• Assists with inventory records of hardware equipment within the EWC programs.
• Works with the FO in developing systems, which contribute to the smooth and efficient management of budgetary processes, financial management, and overall administrative systems affecting operations at the Center.
• Assists in maintaining liaisons with central administration with regard to relevant budget, fiscal, and administrative matters.

The position may be asked to perform other duties not listed on this position description as assigned by the supervisor.

Required Qualifications:

Education & Experience – Bachelor's Degree, or equivalent training and experience from which comparable knowledge and ability can be acquired. Possesses at least three (3) years of full-time experience that demonstrates the ability to perform the duties of the position; or a combination of post high school education and directly related experience which totals six (6) years. Qualifying experience must have experience assisting with planning and controlling a financial program or series of accounts; exercise of analytical ability; assisting with the management and expenditure of funds; and preparing related financial reports.

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 and deal effectively 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 work effectively as a team member; and to appropriately handle confidential information; and ability to use financial management spreadsheet software.

Knowledge – of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage as it relates to verbal and written communication; of office machines and equipment, including computers, LCD projectors, and other advanced equipment; proficiency with a wide range of technologies, including Microsoft Word and Excel or equivalent programs; Microsoft Teams, OneDrive, Google Suite or equivalent cloud-based collaborative software; of Zoom or equivalent teleconferencing technology.

Preferred Qualifications:

Demonstrated knowledge of contracts, subcontracts, and budgetary methods; experience or understanding of government purchasing, budgeting, and planning; experience researching expenditure of funds; assisting with planning and controlling a financial program or series of accounts; exercise of analytical ability; assisting with financial reporting for contracts and grants; and experience assisting with post award administration and procurement program management.

Salary and Benefits of Working at the East-West Center:

Competitive Salary and Benefits - The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

How to Apply:

If you're interested in applying for the role, submit an electronic application so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don't say — can make a difference in whether you'll be hired. So, it's extremely important that you choose wisely when deciding who to use as a reference.