What are the responsibilities and job description for the Administrative Specialist position at State of Hawaii?
Recruitment Information
This posting is for the State of Hawaii, Office of the Governor.
The position is located on the Island of Oahu.
Salary: $4,167 - $4,583 per month
If you have any questions regarding this non-civil service exempt position, please
contact Krystle Cook at krystle.e.cook@hawaii.gov (Monday - Friday, 7:45 a.m. - 4:30 p.m. (HST).
The State Recruiting Office will refer all inquiries regarding this exempt position to krystle.e.cook@hawaii.gov.
Duties Summary
Coordinates daily accounts payable and receivables, data entry, file maintenance of vendors, purchase orders, pCard, journal vouchers, treasury deposits, and payroll.
Coordinates and manages fiscal functions including but not limited to determining ability, allocability, and reasonableness, procurement, tracking, processing, reporting and assisting in audits, on as needed basis.
Coordinates and manages the purchasing of office supplies and other office-related needs and works with the other Governor Office staff and Administrative Services Officer for office purchases.
Provides reports and data to assist with the preparation of the Office of the Governor budget.
Assists with related reports as requested by B&F, DAGS, Legislature, and auditor(s).
Assists with departmental requests for the Governor’s approval to ensure effective and efficient statewide Government operations.
Under the supervision of the Administrative Services Officer, researches and makes recommendations on process improvements to promote efficiency and effectiveness as well as fiscal, procurement, HR, and time and leave policies and procedures.
Provide first line support for any information technology issues and equipment by telephone, email or remote support when possible.
Perform site visits to various locations within the office to analyze technical issues and may carry heavy equipment.
Support computers, copiers, smart phones and applications. Monitor and escalate alerts from antivirus systems. Monitor backup system alerts and escalate errors.
Serves as a Procurement Officer for the Office of the Governor and is responsible for extensive support functions associated with inventory tracking and record keeping, property management, and risk assessment.
Special projects and other duties as assigned by the Administrative Services Officer, Chief Operating Officer, and Governor.
Minimum Qualification Requirements
Knowledge:Have knowledge of accounts payable and receivables, budget, purchasing and State procurement regulations and procedures and a general understanding of principles and concepts of IT technologies. Good knowledge of office policies, practices and procedures.Skills/Abilities:Strong interpersonal and customer service skills, and analytical/problem solving skills; able to perform situational analysis, manage tasks and assist in work on several projects at a time; prioritize assignments on short notice and maintain an effective work pace; maintain effective working relationships with all levels of personnel; communicate effectively, both orally and in writing; excellent organizational skills and ability to give careful attention to details. Ability to exercise discretion and independent judgement in fulfilling responsibilities, especially with confidential documents.
Education:Bachelor's Degree, relevant work experience and demonstrated skills in the above areas may be substituted
Experience:Demonstrated experience in working with confidential matters in a fast-paced and deadline-oriented environment. Experience in general accounting practices and procedures, accounts payable and receivable practices, budget, purchasing procedures, and procurement regulations, desirable.
Other Information
This position is exempt from the civil service. Therefore, if you are appointed to the position, your employment will be considered as "at will," which means that you may be discharged from your employment at the prerogative of your department head or designee at any time.
Submit resumes to: krystle.e.cook@hawaii.gov
Direct all inquiries regarding this position to: Krystle Cook at krystle.e.cook@hawaii.gov / 7:45am-4:30pm
NOTE: The State Recruiting Office will refer you to krystle.e.cook@hawaii.gov regarding this exempt position.
Salary : $4,167 - $4,583
