Administrative & Fiscal Support Specialist (Casual Hire)

Description

University of Hawai‘i, Kapi‘olani Community College, Facilities & Auxiliary Service is seeking applications for the Administrative & Fiscal Support Specialist. This is a readvertisement and prior advertisement was posted February 11, 2025 to February 17, 2025. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below :

Important note : Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays / leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Working Title : Administrative & Fiscal Support Specialist

Position Number : Casual Hire

Hiring Unit : Facilities & Auxiliary Service

Location : Kapi‘olani Community College

Date Posted : February 19, 205

Closing Date : March 4, 2025 at 11 : 59 pm HST

Salary : $24.85 per hour (salary commensurate with experience and education)

Schedule : 40 hours per week, M-F except weekends

Temporary / Permanent : Temporary

Funding : Special funds

Continuation is dependent on satisfactory performance, program needs, and renewal of funds.

Duties and Responsibilities :

Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals / quotations or proposal / bid / technical specifications.

Prepares, facilitates, and / or processes direct payments, travel requests / completions, contracts, stipends, and other related procurement and fiscal activities.

Ensures that all goods and services are purchased in compliance with Federal, State, and University guidelines and procedures.

Keeps abreast of current University policies, procedures, regulations, directives, and State and Federal statutory requirements, i.e., Hawai‘i Revised Statutes, Hawai‘i Administrative Rules, and Federal Acquisition Regulations.

Maintains accurate account of the department’s budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.

Maintains up-to-date training in the fiscal, personnel, and recruitment arenas to ensure compliance with applicable laws, rules, policies, procedures, and practices. Attends training and meetings when offered by the Human Resources Department and Business Office

Ensures that expenses are aligned with the department budget and complies with University policies and procedures.

Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.

Coordinates, manages, and directs the flow of recruitment and personnel paperwork within the department.

Works collaboratively with the College’s Human Resources Department on processes, procedures, and other related matters.

Manages and implements projects assigned by the Facilities & Auxiliary Services Manager.

Assists in managing the Facilities & Auxiliary Services Manager’s calendar, coordinating meetings, and ensuring efficient scheduling.

Composes and / or drafts correspondence and reviews for proper format, grammar, punctuation, spelling, and University policies and procedures.

Oversees the receipt, processing, and distribution of mail and parcels from USPS, UPS, FedEx, Amazon, and other carriers.

Ensures the timely and accurate delivery of all incoming mail across the campus and to designated off-campus locations.

Oversees the retrieval of mail from off-campus delivery points, ensuring proper handling and recordkeeping.

Manages the metering of outgoing mail, ensuring compliance with postal regulations and institutional policies.

Oversees the loaning of contractor keys, ensuring proper authorization and record maintenance.

Other duties as assigned

Minimum Qualifications :

Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration or related field and one (1) year of progressively responsible professional experience with responsibilities for business management, fiscal, and human resources management; or equivalent education / training or experience.

Functional knowledge of principles, practices, and techniques in provision of professional administrative, personnel, fiscal, and program support demonstrated by knowledge, understanding, and ability to apply concepts and terminology.

Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with professional administrative, personnel, fiscal, and program support.

Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the provision of professional administrative, personnel, fiscal, and program support.

Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

Demonstrated ability to establish and maintain effective working relationships with internal and external organizations (local, national, and international), groups, team members, and individuals.

Demonstrated ability to operate a personal computer and apply word processing software such as Microsoft Word, Excel, Adobe Acrobat, digital visualization software (e.g., Adobe Illustrator or similar), communication platforms (e.g., Google Suite), Form creation platforms (e.g., Kauli Build) and other commonly used software.

Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.

Demonstrated ability to produce work that is detail-oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.

Posses a valid driver's license.

Any equivalent combination of education and / or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.

Desirable Qualifications :

Demonstrated ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.

At least one year of professional experience with academic office administration management in an academic / university environment.

At least one year of professional experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.

Display strong organizational skills

Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To Apply" section carefully)

To Apply :

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following :

Cover letter ;

Resume ;

The names and contact information (telephone number and email addresses) of at least three professional references ; and

Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position ( copies of official transcripts are acceptable ; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

Academic record / grade summaries will NOT be accepted

Diplomas and copies will NOT be accepted

Incomplete applications will NOT be accepted.

NOTE :

The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents / information become the property of Kapi‘olani Community College and will not be returned.

Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquires : Kapiolani Community College Human Resources Department, kapcchr@hawaii.edu

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information visit : https : / / www.hawaii.edu / offices / eeo / policies /

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at : https : / / www.hawaii.edu / titleix / help / campus-security / , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of Unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request : The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination of requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link : www.hawaii.edu / offices / eeo / accommodation-request /

Salary : $25