Hiring for the Oahu Island Division
Under the direct supervision of the accounting specialist and the general supervision of the assistant controller, this position performs accounts payable transactions, assists Fiscal Services by the maintenance of the membership accounts and other clerical duties within the service-oriented environment of the Fiscal department. In addition, this position requires the ability to respond tactfully, adjust to changes in the work environment, multitask, have strong communication skills, and maintain a harmonious working relationship with various parties.
Essential Duties and Responsibilities
Accounts Payable
- Independently codes vouchers and examines documents for propriety, validity and completeness including authorizations for payment.
- Verifies requests for payment against claims prior to processing checks for payment; checks for proper footing and extensions on all invoices; duplicate payment requests; and contacts vendors when additional documents or corrective measures are required.
- Utilizes customized accounts payable accounting software to input, verify and process checks and produce related reports.
- Assembles all supporting documents to prepare checks for signatures.
- Distributes checks in a timely manner and handles return and void checks in accordance with department procedures.
- Reconciles outstanding bills and vendor statements. Researches and corrects discrepancies, including responding to all vendor inquires.
Campaign Spending Reports
- Assumes responsibility for campaign spending reports: (a) Prepares the report for timely submittal; (b) Maintains a separate filing system for political expenditure disbursements; and (c) Reviews all letters sent to candidates and ensures that contribution expenditures are properly reported to the Campaign Spending Commission.
Other Duties
- Organizes and maintains a filing system for all fiscal records and correspondence.
- Performs general office services such as typing, filing, copying and printing.
- Updates registration and attendance in the HGEA event system (WordPress).
- Participates and provides support in group projects which may include, but is not limited to, conventions, collective bargaining activities and other membership activities.
- Provides support to the fiscal services assistant which includes greeting walk-in visitors, mail processing, including drop-off, pick up and distribution of mail and banking or other errands in walking distance of the office.
- Assists in responding to member inquiries and updates personal information in the union information system.
- Keypunch new membership application and follow up with various employer personnel/payroll departments on members’ work status.
- Assists with record retention maintenance within department guidelines.
- During periods of heavy workload or in the absence of a departmental staff, performs duties as necessary to maintain normal operations within the department.
- Performs other duties as assigned.
Minimum Qualifications
- Qualified candidates must have graduated from high school or received a GED. Two to five years of experience in accounts payable and bookkeeping preferred. Exceptions may be made at the discretion of the executive director regarding equivalent combination of education and experience.
- Ability to provide prompt and excellent customer service to members, internal staff, and community members and leaders; represent the organization both internally and externally by exhibiting HGEA’s core values and culture of service with A.L.O.H.A.
- Working knowledge of practices and procedures relating to accounts payable transactions as well as general office operations, arithmetic and standard business correspondences.
- Able to work independently to perform assignments; maintain the confidentiality of information; perform rapid and accurate arithmetic calculations.
- Demonstrate excellent computer skills; highly experienced in computer software applications (i.e. Microsoft Outlook, Word and Excel) and other systems; type 60 wpm or higher.
- Ability to prepare financial reports; understand and apply pertinent statutory and/or contractual provisions; effectively prioritize assignments to meet deadlines.
- Ability to operate and maintain office equipment common to accounting departments; maintain records and files in an easily retrievable, current, and systematic manner; and establish and maintain effective working relationship with others.
- Demonstrate excellent interpersonal skills and ability to effectively communicate in person, on the phone, in writing and electronically.
- Demonstrate ability to establish and maintain effective working relationships with internal staff and external constituents, including but not limited to members and external parties.
- Demonstrate ability to work effectively and cohesively in a team environment.
- Lift files and/or records up to 20 pounds.
Compensation
This is a full-time position with an annual salary range of $45,000-$55,000.
How to Apply
Submit cover letter and resume to jobs@hgea.org. Position will remain open till filled.