The duties of the Financial Specialist and Office Manager, shall include, but shall not necessarily be limited to, the following:
a) Performs procurement and accounting activities: prepares, implements, and maintains internal fiscal policies and procedures; handles office procurement and travel paperwork, including preparation of appropriate justifications; preparation of all required State of Hawaii Department of Transportation (HDOT) and County of Maui Department of Transportation (MDOT) fiscal and request for approval documents, and preparation of all payment and reimbursement documents to meet applicable federal mandates;
b) Has knowledge of OMB circulars and CFRs as related to MPO procurement, purchasing, audits, and compliance requirements;
c) Coordinates activities with State, County and Federal fiscal offices;
d) Maintains, documents, and processes all fiscal matters pertaining to the annual UPWP and TIP;
e) Develops and processes Federal grant applications;
f) Prepares all Federal reimbursement requests for the Maui MPO and its participating agencies;
g) Monitors and manages multiple Federal Transit Administration (FTA) and Federal Highway Administration (FHWA) grants;
h) Develops and prepares quarterly progress and expenditure reports and financial status reports for submission to FHWA and FTA;
i) Prepares all grant closeout reports for submission to FHWA and FTA;
j) Provides fiscal oversight on Maui MPO contracts, including the review of consultant contracts and amendments and providing guidance for fiscal modifications to contracts;
k) Reviews appropriate State and Federal fiscal regulations;
l) Is able to serve Disadvantaged Business Enterprises (DBE) Liaison Officer: prepares annual DBE goals, reviews, submits and responds to questions regarding State and Federal DBE requirements;
m) Manages the Maui MPO annual compliance and financial audit activities: oversees audit-related activities, assists with the procurement of new audit consults, prepares tables and schedules, provides fiscal input to audit consults and to the development of the audit document;
coordinates audit efforts with Maui MPO’s participating agencies, assists in the preparation of audit conformation letters, review and acceptance of the draft audit;
n) Serves as Office Manager for administrative oversight of the Maui MPO office operations: establishes and revises office procedures, coordinates property management activities (new/renewal of leases, office movies, building management/maintenance efforts);
o) Conducts research and/or studies for administrative and operational concerns, presents findings and interpretations of rules, regulations, policies, and procedures to the Executive Director;
p) Coordinates the Intergovernmental Review process for review of Maui MPO documents by State, County and Federal government agencies;
q) Arranges for Maui MPO committee meetings and workshops, including members’ attendance, meeting space and materials; public postings to Maui MPO website, County of Maui website calendar, State Attorney General’s Office; attends and provides staff support at Maui MPO Technical Advisory Committee and Policy Committee meetings and documents meetings;
r) Proofreads and screens the majority of outgoing correspondence and documents for accuracy of information, procedural instructions, clarity, format, etc. Receives, reads and studies incoming correspondence, reports and other materials;
s) Provides assistance to the Executive Director in management of planning studies and consultant contracts;
t) Maintains personnel records and files for Maui MPO staff, including preparing time sheets, leave sheets, and benefit plan modifications; arranges for training of Maui MPO staff, including coordination of schedules and processing of requests;
u) Receives telephone and walk-in callers; and services as liaison between the Executive Director and staff and persons outside the office; and
v) Performs other duties as required
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