Pre-Audit Clerk III - Vendor Payment Unit

Salary : $4,221.00 Monthly

Location : Honolulu, HI 96813

Job Type : Various, 12-month

Job Number : 2024-05764P

District / Complex Area : Classified / OFS

School / Office : Classified / Vendor Payment Unit

Opening Date : 02 / 16 / 2025

Max Number of Applicants : 35

Description

Salary Range : Compensation adjustments shall be made in accordance with the applicable established collective bargaining agreement, policy and procedure, or executive order.

Pre Audit Clerk III, SR-15

Examples of Duties

• Examines the more difficult and complex voucher claims;
• Examines all contracts prior to certification of funds by the Comptroller;
• Verifies contracts for compliance with statutes;
• Advises the Uniform Accounting and Reporting Branch as to the proper appropriation to be charged;
• Prepares documents necessary for the comptroller's approval on contract amendments;
• Audits travel advances and reports, and prepares reports to be used as source documents for adjusting entries in travel accounts;
• Examines subsidies and grants against the State to verify that they are in accordance with the law;
• Reviews and controls electronic data processing input and output data;
• Analyzes reported errors after payroll runs and takes corrective action;
• Instructs subordinates on proper document control, search techniques and procedures;
• In certain cases, determines the propriety and validity of payments to employees;
• Explains new procedures, interpretations and application of laws, rules and regulations to departmental payroll clerks;
• Answers inquiries from employees and departments pertaining to payroll matters;
• Assists in the drafting of departmental instructions and procedures;
• When requested, represents the branch in meetings with departmental payroll and fiscal personnel;
• Trains new employees; instructs and advises staff on new procedures, rules, regulations, laws, contract provisions, etc;
• Plans and organizes work to maintain quality and work flow;
• Participates in the development and implementation of policies, procedures and work methods;
• Prepares drafts of instructions and memos;
• Provides expert assistance to departmental staff;
• Prepares and / or coordinates the preparation of reports.

Minimum Qualifications

Experience Requirement : Except for the substitutions provided for in these specifications, applicants must have had progressively responsible experience of the kind and quality described below and in the amounts shown in the following table :

Class TitleGeneral Exper (years)Specialized Exper (years)Pre-Audit Exper (years)Spvry Exper (years)Total Exper (years)Pre-Audit Clerk III122

General Experience : Responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.

Specialized Experience : Responsible clerical work experience in the preparation and keeping of payroll records and / or in the preparation and processing of vouchers, invoices and statements.

Pre-Audit Experience : Progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other request for payment for completeness, accuracy, legality and propriety.

Supervisory Aptitude : The demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as group or team leader or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completion of training courses in supervision accompanied by application of supervisory skills in work assignments or by favorable appraisals by a supervisor indicating the possession of supervisory potential.

Allowed Substitutions of Education for Experience :

Quality of Experience : Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.

Supplemental Information

Salary : The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements : Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example : Twelve months of experience at 20 hours / week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours / week will not be credited. Example : Twelve months of experience at 60 hours / week is equivalent to one year of experience, not one and a half years.

Temporary Assignment : Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below :

Documents : Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions : Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday

New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

12-month civil service and SSP employees enjoy a range of competitive benefits :

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.

01

GENERAL EXPERIENCE REQUIREMENT :

Do you have one (1) year of responsible clerical experience which demonstrated the knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations?

02

SPECIALIZED EXPERIENCE REQUIREMENT :

Do you have two (2) years of responsible clerical work experience in the preparation and keeping of payroll records and / or in the preparation and processing of vouchers , invoices , and statements ?

03

SPECIALIZED EXPERIENCE REQUIREMENT (Cont.) :

If you answered "Yes" to the question above, please list and describe your experience(s). In your description(s), please include all the following items :

E. A detailed description of your clerical work experience in the preparation and keeping payroll records ; and,

F. A detailed description of your clerical work experience in the preparation and processing of vouchers, invoices, and statements .

The information provided below MUST be listed in the experience section of your application. Failure to provide sufficient detailed information may result in your application being rejected.

If you answered "No," please type "None" in the space provided.

04

PRE-AUDIT EXPERIENCE REQUIREMENT :

Do you have at lease one (1) year of progressively responsible work experience which involved the examination and verification of invoices , vouchers , statements and other requests for payment for completeness, accuracy, legality, and propriety?

05

PRE-AUDIT EXPERIENCE REQUIREMENT (Cont.) :

If you answered "Yes" to the question above, please list and describe your experience(s). In your description(s), please include all of the following items :

C. Your job title; and,

D. A detailed description of work experience which involved the examination and verification of invoices, vouchers, statements and other requests for payment for completeness, accuracy, legality, and propriety.

Note : The information provided below MUST be listed in the experience section of your application. Failure to provide sufficient detailed information may result in your application being rejected. If you answered "No," please type "none" in the space provided.

06

SUBSTITUTION OF EDUCATION FOR EXPERIENCE :

Do you plan to utilize one of the allowable post-secondary education substitutions for experience?

Note : If "YES," you MUST provide a copy of your official transcripts to receive credit for the coursework.

07

TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS :

Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application.

If these documents are NOT received by the deadline, your application may be rejected.

Required Question