Administrative & Fiscal Support Specialist (0077360T)

Admin & Fiscal Support Spec

Position Number: 0077360T

Hiring Unit: UHM LIBRARY SERVICES, UH PRESS, BUSINESS DEPARTMENT

Location: University of Hawaii at Manoa, UH Press (2840 Kolowalu Street, Honolulu, HI 96822)

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities

• Responsible for handling all royalty processes which includes processing of semi-monthly statements and payments for author royalties, creates Excel and Disbursement Vouchers for domestic Electric Funds Transfer and foreign wires and checks. Submits the appropriate General Accounting documents to cancel checks and/or reissue upon as needed. Maintains fluent communicates with authors for the required information to update or create new author's account in both the University of Hawaii and the business department financial system for the payment process. Responsible for providing the recent statement to the authors.
• Responsible for creating reports that records royalty rules in the contracts for the new title authors, translators, series editors, etc, to receive royalties.
• Responsible for processing all prepaid orders (web orders, sales orders from events, walk-in or mail-in orders via check/cash).
• Responsible for creating all proforma invoices (quotes for customers).
• Assists various departments to process all comp orders for book honorarium, review, desk copy etc.
• Responsible for processing returns for web-orders or prepaid orders and creating refunds via online credit card payment platform.
• Processes Amazon payment of invoices via credit card machine (bank terminals).
• Provides supports administrative and fiscal support for business related matters.
• Assists in organizing daily receiving checks, and delegating mails and emails to the related personnel.
• Performs customer service (answering of phone, emails, walk-in orders etc.) on a daily basis.
• Performs Batch and print (creates the files, invoices, credit memos) for end of day orders; sends to Mainland and Hawaii warehouses to process orders; emails and mails invoices to the customers.
• Assists with fiscal year-end physical inventory (Hawaii).
• Attends trainings or meetings related to the duties and responsibilities.
• Other duties as assigned.

*Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in business administration or related field and 1 year of progressively responsible professional experience with responsibilities for office administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Knowledge, Skills and Abilities

• Functional knowledge of principles, practices and techniques in office administration 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 office administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the office administration.
• 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.

Supplemental Minimum Qualifications

• Demonstrated ability to work with figures, understand basic mathematical functions, and use spreadsheet programs.
• Experience entering data into a database.
• Ability to manage timelines and meet publication, delivery, or payment schedules and other work deadlines.

Desirable Qualifications

• Experience working in a publishing setting.
• Basic knowledge of book typesetting and production.
• Familiarity with both Mac and PC environments.
• Experience or working knowledge of Adobe Acrobat, especially electronic publication files.
• Familiarity with BiblioLive or comparable relational database application.
• Familiarity with University of Hawaii business operations and procedures, including Kuali.
• Working knowledge of the policies and procedures of the University of Hawaii System.

University of Hawaii system