Business administrator [h1.location_city]

Summary

The U.S Probation & Pretrial Services Office for the District of Hawaii is currently accepting applications for a full-time Financial Administrator . Under the direction of the Chief and Deputy Chief, the incumbent will perform and coordinate all administrative, technical, and professional work related to the financial and accounting activities of the consolidated Probation & Pretrial Services Office for the District of Hawaii, including financial preparation, operations, and budget.

Duties

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Representative Duties :

• Oversee the day-to-day accounting and financial functions of USPPSO, at the direction of the Chief and Deputy Chief. Oversee the maintenance and analysis of accounting records. Ensure completion of accounting for all monies paid. Review the classification of accounting transactions in accordance with regulations issued by the Administrative Office of the United States Courts (AO). Prepare reports and financial statements for submission to the AO and other Probation & Pretrial Services staff as necessary. Assist in representing USPPSO in both oral and written responses to financial questions.
• Maintain relevant budget and accounting training and certifications; actively pursue professional development to better assess workflows, solve problems, and adopt best practices and innovations in budgeting and accounting.
• Be a knowledgeable and functional user of the Judiciary Integrated Financial Management System (JIFMS) and InfoWeb. Use a wide variety of manual and automated accounting systems and cash management tools. Assist and train other USPPSO and court employees in the use of these systems and tools.
• Collaborate with information technology (IT) staff to develop or customize programs or systems to assist with finance and accounting transactions and record-keeping.
• Formulate, evaluate, and implement policies, procedures, and protocols related to financial and budgetary operations and execution within USPPSO and the court. Advise managers, executives, or judges on financial and budget matters and serve as project manager on special financial or budget initiatives. Provide guidance and assistance to other units within the district on financial and budget matters.
• Maintain, reconcile, and analyze accounting records, deposit funds, as well as subsidiary ledgers for allotments. Review and / or perform accounts payable duties and have responsibility for the accuracy and accountability of monies disbursed by USPPSO. Prepare, update, examine, and analyze a variety of regular and non-standard reports as requested by USPPSO, the court, AO, U.S. Treasury, financial institutions, or other organizations / agencies. Design, develop, and maintain spreadsheet formats and programs for analyzing financial information for USPPSO.
• Perform the full range of review and analysis involved in the formulation, presentation, and execution of the office's full operating budget. Oversee financial, budget, and procurement operations to ensure compliance with internal controls, policies, and procedures.
• Monitor workload trends and corelated budget allocations to provide the Chief and Deputy Chief with projections on budget surplus or shortfalls. Prepare an annual spending plan and provide information concerning overall budget and financial objectives to be achieved within the limits of funds allotted by the AO. Recommend and perform reprogramming actions to cover projected account shortfalls.
• Research and analyze financial and budget related questions, problems, trends, and areas for efficiency / improvement attributed to the data being developed and respond or prepare written correspondence, as required. Conduct work measurement and work productivity studies related to financial, budget, and associated activities and prepare reports.
• Perform reviews to ensure that USPPSO is following the Guide to Judiciary Policy, internal controls, and generally accepted accounting principles. Prepare documents to identify findings and develop written recommendations for changes. Maintain and update the court's internal controls manual and coordinate audit activities.
• Ensure that appropriate internal controls for disbursement, transfer, recording, and reporting of monies are followed. Review vouchers for payments related to expenses incurred by the USPPSO for appropriateness of payment.
• Assist with the onboarding and departure of staff. Support the Chief in assigning employee offices and parking stalls based on local policy.
• Identify general facility issues and report them to the General Services Administration (GSA) for resolution. Coordinate with GSA to request parking accommodations for visiting guests as needed. Through coordination with Court Security, confirm the integrity of USPPSO safety systems monthly.
• Maintain training records for all Contracting Officers (Levels 1, 2, and 3) to ensure timely completion of required training in accordance with the Guide to Judiciary Policy and the Internal Control Manual.
• Serve as a disposal officer responsible for managing the disposal or transfer of excess and surplus accountable and non-expendable property. Collaborate with the custodial officer to ensure the Master Property List remains accurate and up to date.
• Communicate effectively with Human Resources and other functional areas of USPPSO and the court to ensure alignment on budget-related matters, including staffing, expenditures, and resource planning.

Requirements

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Conditions of employment

The Financial Administrator performs and coordinates administrative, analytical, technical, and professional work related to the financial and accounting activities of the U.S. Probation and Pretrial Services Office (USPPSO). The incumbent is responsible for the financial preparation, operation, and accuracy of USPPSO's budget. The incumbent works in collaboration with other finance and budget specialists within and outside the district to share information and assist one another in identifying solutions to shared questions and issues. The Financial Administrator ensures USPPSO's compliance with internal controls and regulations affecting financial and budget processes and their interaction with other court processes. The Financial Administrator prepares, updates, and analyzes a variety of accounting records, financial statements, and budget reports; oversees and assists with accounts payable and accounts receivable activities; develops recommendations regarding procedures for improvements; and assists with policy development regarding financial and budget matters. The incumbent is also responsible for a variety of space and facilities activities and may oversee the work of financial and budget support staff.

BACKGROUND INVESTIGATION :

As a condition of employment, the selected candidate must successfully complete a five-year background investigation and every five years thereafter will be subject to an updated investigation similar to the initial one. The investigation includes an FBI fingerprint check, and retention in the position will depend upon a favorable suitability determination. When completing the AO-78, Application for Federal Judicial Branch Employment, version dated 5 / 2024, applicants must complete questions 18-20 under the Optional Background Information section.

OTHER CONDITIONS OF EMPLOYMENT :

Applicants must be United States citizens or eligible to work in the United States. All application information is subject to verification. Court employees are required to adhere to the Code of Conduct for Federal Judicial Employees. This position is subject to mandatory electronic funds transfer for payroll direct deposit.

Qualifications

MINIMUM QUALIFICATIONS

At least two years of specialized experience, defined as progressively responsible experience in or closely related to the work of the position that has provided the specific knowledge, skills, and abilities necessary to successfully perform the duties of the position. This would include experience in the functional areas of financial management and administration, including budget, accounting, auditing, and / or financial reporting that provided knowledge of the rules, regulations, and terminology associated with financial administration.

Educational Substitution for consideration : Completion of requirements for a bachelor's degree from an accredited college or university and one of the following superior academic achievement requirements.

COURT PREFERRED QUALIFICATIONS AND SKILLS

A bachelor's degree in accounting or financial management is preferred. Experience in a federal court or legal setting is desired but not required. The successful candidate will also possess excellent written and verbal communication skills, outstanding interpersonal and customer service skills, and unquestioned integrity with a positive 'can do' attitude.

Additionally, preference will be given to candidates who possess the following :

COMPENSATION AND BENEFITS :

Compensation will be set based on the experience and qualifications of the successful candidate subject to the policies and guidelines set forth in the Court Personnel System (CPS). Although Federal Government Civil Service classifications / regulations do not apply, court employees are entitled to similar benefits as other Federal Government employees. These benefits include participation in the Federal Employees' Retirement System (FERS), a three- tier system which includes the Social Security Retirement Program, a basic pension benefit, and the Thrift Savings Plan (similar to a 401k plan with employer matching contributions), as well as Federal Employees' Health, Dental and Vision Benefits, Federal Employees' Group Life Insurance Program, Flexible Benefits Program, paid holidays and annual / sick leave accrual. See the United States Courts website for an overview of Federal Judiciary benefits.

Education

A bachelor's degree in accounting or financial management is preferred.

Additional information

The U.S. Courts were created under Article III of the Constitution to administer justice fairly and impartially, within the jurisdiction established by the Constitution and Congress.

The federal judiciary operates separately from the executive and legislative branches, but often works with them as the Constitution requires. Federal laws are passed by Congress and signed by the President. The judicial branch decides the constitutionality of federal laws and resolves other disputes about federal laws. However, judges depend on our government's executive branch to enforce court decisions.

Courts decide what really happened and what should be done about it. They decide whether a person committed a crime and what the punishment should be. They also provide a peaceful way to decide private disputes that people can't resolve themselves. Depending on the dispute or crime, some cases end up in the federal courts and some end up in state courts.

Vision Statement

KULIA I KA NU'U. E HELE ME KA PU'OLO!

(To always strive to reach the summit and to make every person, place, or condition better than before)

This is our commitment to engage, motivate, and change our community for the better and to make Hawai'i the safest place to live.

Mission Statement

Assist the Court in the fair administration of justice by respecting the presumption of innocence; avoiding unnecessary detention; conducting thorough investigations; providing unbiased, verified reports; making informed recommendations; and inspiring individuals to rehabilitate and reunify with the community, with the goal of protecting and improving Hawai'i.

Values

MALAMA - To take care of; to serve and to honor

HO'OHANOHANO - To honor the dignity of others; to conduct yourself with distinction; to cultivate respectfulness

PONO - Rightness and balance; the feeling of contentment when all is good and right

U.S. Probation and Pretrial Services Office

District of Hawaii

300 Ala Moana Blvd Room 2300

Honolulu, HI 96850

(808) 541-1400

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