Find & Apply For Office Manager Jobs in Waianae, Hawaii

II. INTRODUCTION

Performs senior-level clerical, fiscal, and administrative work in support of the Business Office of Kamaile Academy Public Charter School. Under the leadership and general supervision of the Business Manager, the Fiscal Clerk supports the effective and efficient operation of the school's Business Office. The position assists with day-to-day fiscal operations, purchasing, accounts payable, financial recordkeeping, grants, contracts, audits, compliance documentation, and other related business functions. The Fiscal Clerk works closely with the Business Manager to ensure fiscal transactions and records are accurate, timely, organized, appropriately documented, and responsive to the operational needs of the school. The position requires a high degree of organization, confidentiality, attention to detail, professional communication, and independent follow-through. The employee regularly works with school administrators and employees, vendors, community partners, Hoʻokākoʻo Corporation, government agencies, and other external organizations.

III. MAJOR DUTIES AND RESPONSIBILITIES

Fiscal & Business Office Support Under the leadership of the Business Manager, support the efficient, accurate, responsive, and well-organized operation of the Kamaile Academy Business Office. Assist with day-to-day fiscal operations, including invoices, reimbursements, purchase orders, payments, deposits, accounts payable, and other fiscal transactions. Review fiscal documents for completeness and follow up with employees, administrators, vendors, and other parties to obtain required documentation, approvals, receipts, and information. Assist with weekly check runs, bank deposit documentation, monthly reconciliations, and identifying and resolving discrepancies. Track expenditures, budgets, encumbrances, outstanding purchase orders, and fiscal deadlines, and communicate matters requiring attention to the Business Manager. Maintain accurate and organized fiscal records, files, spreadsheets, and electronic documentation in accordance with school procedures and applicable requirements. Prepare fiscal reports, spreadsheets, reconciliations, correspondence, forms, and other Business Office documents as assigned. Input and maintain meal claim counts and other fiscal or operational data. Assist with gathering and organizing documentation for audits, fiscal reviews, monitoring visits, and other compliance activities. Maintain and track Business Office deadlines, requests, outstanding documentation, and follow-up items. Communicate and coordinate with school administrators, employees, Hoʻokākoʻo Corporation, vendors, government agencies, community partners, and other organizations as directed by the Business Manager. Assist the Business Manager with improving Business Office systems, workflows, tracking processes, documentation, and overall operational effectiveness. Maintain confidentiality and exercise appropriate judgment when handling fiscal, contractual, personnel-related fiscal, and other sensitive information. Perform other related fiscal, clerical, and administrative duties as assigned in support of Business Office operations. Grants, Contracts & Compliance Support Assist with the fiscal administration and tracking of federal, state, private, and other grant-funded programs, including awards, approved budgets, expenditures, balances, reporting requirements, and deadlines. Assist with preparing and compiling grant reports, reimbursement requests, amendments, expenditure documentation, closeout materials, and other required records. Monitor grant expenditures and documentation and notify the Business Manager of discrepancies, approaching deadlines, outstanding requirements, or other matters requiring attention. Maintain organized grant records and supporting documentation for reporting, monitoring, audit, and compliance purposes. Maintain a centralized tracking system for contracts, agreements, memoranda of agreement or understanding, professional service agreements, leases, and other contractual documents. Assist with preparing contracts, agreements, amendments, scopes of work, and related documents using approved templates and established procedures. Track contract status, funding sources, effective and expiration dates, renewals, approvals, signatures, insurance requirements, and supporting documentation. Coordinate the collection and routing of contracts, approvals, signatures, revisions, insurance certificates, and other required documentation. Maintain executed agreements and supporting records and notify the Business Manager of upcoming renewals, deadlines, outstanding documentation, or other matters requiring action.

IV. CONTROLS EXERCISED OVER THE WORK A.

Supervisor The position is under the general supervision and leadership of the Business Manager. B. Nature of Supervisory Control Exercised Over the Work The Business Manager establishes priorities, provides direction, and is available for guidance regarding unusual or complex matters. The incumbent is expected to independently carry out assigned fiscal, clerical, and administrative responsibilities using established policies, procedures, methods, and practices. The Fiscal Clerk works in close coordination with the Business Manager and is expected to maintain accurate records, meet established deadlines, identify matters requiring attention, communicate concerns in a timely manner, and ensure appropriate follow-through. The position requires initiative and sound judgment in organizing daily work, managing competing priorities, maintaining fiscal documentation, and communicating with internal and external parties. Assignments may involve confidential, time-sensitive, or compliance-related matters. The incumbent is expected to appropriately safeguard information and seek guidance from the Business Manager when matters fall outside established procedures or delegated authority.

V. REQUIRED LICENSES, CERTIFICATES, ETC. N/A VI. MINIMUM QUALIFICATIONS A.

High school diploma or equivalent. B. Two and one-half (2½) years of progressively responsible clerical, fiscal, administrative, business office, or related experience. C. Ability to accurately maintain fiscal records, spreadsheets, files, and supporting documentation. D. Strong attention to detail, organizational, written communication, and interpersonal skills. E. Ability to manage multiple assignments and deadlines and follow responsibilities through completion. F. Ability to handle confidential and sensitive information with integrity and discretion. G. Ability to communicate professionally with administrators, employees, vendors, community partners, government agencies, and other external organizations. H. Ability to independently organize work, exercise sound judgment, identify matters requiring attention, and appropriately prioritize competing responsibilities.

VII. DESIRED QUALIFICATIONS A.

Associate's degree or coursework in Business Administration, Accounting, Finance, Public Administration, Office Administration, or a related field preferred. B. Demonstrated experience in fiscal operations, purchasing, accounts payable, grant administration, contract administration, or related business office functions, preferably in a school or public-sector setting. C. Experience maintaining fiscal, grant, contract, or compliance tracking systems. D. Experience preparing and editing professional correspondence, memoranda, agreements, reports, spreadsheets, and other administrative documents. E. Familiarity with government or public-sector procurement, contracting, grant management, and fiscal procedures. F. Ability to interpret and follow established policies, procedures, grant requirements, contractual requirements, and administrative directives. G. Strong proficiency with Google Workspace, spreadsheets, shared electronic filing systems, and other office technology. H. Demonstrated ability to establish effective working relationships and communicate professionally with individuals at multiple levels of an organization. Work Environment Office setting within a school environment. Regular interaction with the Business Manager, School Principal, school administrators, Business Office personnel, faculty, and staff. Regular communication with vendors, community partners, Hoʻokākoʻo Corporation, government agencies, and other external organizations. Work requires management of confidential and sensitive fiscal, contractual, and administrative information. Work may require managing multiple priorities and deadlines simultaneously. Occasional extended hours may be required during fiscal deadlines, grant reporting periods, contract deadlines, audit periods, or school-year transitions.

VIII. TOOLS, EQUIPMENT & MACHINES A.

Equipment:

Ability to use computers, Google Workspace/Google Suite, spreadsheets, electronic document and filing systems, copy machines, scanners, fax machines, laminators, binding machines, office phones, and other standard office equipment.

Job Types:

Full-time, Contract Pay:

$41,652.00 - $61,596.00 per year

Benefits:

401(k) Dental insurance Flexible spending account Health insurance Health savings account Paid time off Retirement plan Vision insurance

Experience:

clerical, fiscal, administravie: 2 years (Required) Security clearance: Confidential (Required)

Work Location:

In person