Administrative and Fiscal Support Specialist (0097691)

Administrative and Fiscal Support Specialist (0097691)

Salary

See Position Description

Location

Honolulu CC, Honolulu, HI

Job Type

Full-Time Permanent

Job Number

2026-01375

Department

Honolulu Community College

Division

Administrative Services

Opening Date

06/30/2026

Closing Date

7/15/2026 11:59 PM Hawaii

Position Number:

0097691

Description

Title: Administrative and Fiscal Support Specialist

Position Number: 0097691

Hiring Unit: Administrative Services, Operations and Maintenance

Location: Honolulu Community College

Date Posted: June 30, 2026

Closing Date: July 15, 2026

Band: A

Salary: Salary Schedules and Placement Information

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

Other Conditions: General funds to begin approximately July 2026, pending position clearance, availability of funds, satisfactory performance and program needs.

Duties and Responsibilities (* Denotes Essential Functions)

1. • Provides fiscal and administrative support to the Auxiliary & Facilities Services Manager (AFSM).
2. • Assists the AFSM with technical specifications and special provisions for contracts and detailed technical scope of work for solicitation of projects.
3. • Initiates all requisitions generated by the Operations and Maintenance Unit.
4. • Reviews the requests for supplies and equipment and makes recommendations to the AFSM. Initiates correspondence with vendors to receive quotes for goods and services. Schedules meetings with O&M Supervisory staff, vendors or representatives for demonstration of the items.
5. • Utilizes the Superquote on-line system to solicit Request for Quotations for goods and services; analyzes bids for awards and makes recommendations to the AFSM.
6. • Develops and maintains budget reports, ensuring proper accounts and funds are available for procurement action.
7. • Reconciles invoices against purchase orders to ensure that products received are the correct item(s), quantity and cost.
8. • Utilizes a Purchase Card (pCard) to pay for products and equipment. Reconciles pCard and gas card purchases for users in the department.
9. • Create and process travel documents in accordance with Federal/State/University policies and procedures for Operations & Maintenance employees as required.
10. • Receives urgent maintenance requests via telephone and email. Analyzes and determines the proper Operations and Maintenance unit or vendor to contact for action and resolution.
11. • Assists with the creation and completion of work orders in the AiM Work Order System.
12. • Develops and maintains computerized files on all equipment required to be inventoried, which involves the addition, disposal, and transfer of equipment in accordance with UH Administrative Procedure, A8.516, Property and Equipment Valuation.
13. • Responsible for the inventory, purchase, maintenance, safety checks, mileage logs and insurance requirements for all campus State vehicles. Responsible for maintaining a reservations log for the usage of the vehicles.

14. *Responsible for the maintenance of all Operations and Maintenance Unit carts (flatbed and golf carts) with the maintenance vendor.

15. • Responsible for the daily pick-up and delivery of all departmental mail such as envelopes, parcels, and bulk mail, ensuring correct delivery to the proper section.
16. • Work duties will include driving to various locations on- and off-campus. A flatbed cart for on campus use and a State vehicle is provided for off-campus use.
17. • Develops and establishes comprehensive departmental operating procedures in collaboration with the AFSM and other department supervisors.
18. • Receives and records accordingly all procured merchandise and supplies ordered, ensuring invoices match the Purchase Orders and the appropriate department requisitioner is notified.
19. • Responsible for the return of items to vendors due to over shipment, damaged item, or other reasons.
20. • Develops and maintains logs for reoccurring campus maintenance and permits. Solicits and procures annual maintenance service contracts (Air Conditioning, Elevator, Trash Disposal, Fire Alarm, etc.) at all Honolulu CC campus locations. Analyzes bids to ensure maximization of proposed expenditure in terms of services to be provided and the proposed scope of service. Makes recommendations to the AFSM.
21. • Assists the AFSM in developing expenditure plans for the Operations & Maintenance unit based on historical and statistical data and projected cost factors.
22. • Prepare monthly accounting reports which includes information on expenditure/encumbrance of funds for the Operations and Maintenance units.
23. • Responsible for reviewing the monthly utility bills (Hawaiian Electric, Board of Water Supply, and Gas Company) at all Honolulu CC campus locations. Provides detailed record of billing to the Auxiliary and Facilities Services Manager. Analyzes charges and informs the AFSM of inconsistencies and irregularities.
24. • Responsible for the inventory and provision of department keys and parking passes, and to maintain sign out sheets and logs.
25. • Maintains Contractor and Vendors on campus logs. Notifies applicable campus departments as required.
26. • Reviews campus class and event schedule and revises air conditioning schedules as required.

27. Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in business administration, public administration, accounting, finance, or related fields and 1 year(s) of progressively responsible professional experience with responsibilities for procurement, auxiliary services, purchasing, cash management, business management, contract administration, or payment processing; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Functional knowledge of principles, practices and techniques in the area of procurement, auxiliary services, purchasing, cash management, business management, contract administration, or payment processing demonstrated by knowledge, understanding and ability to apply concepts, terminology.

3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with procurement, auxiliary services, purchasing, cash management, business management, contract administration, or payment processing.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of procurement, auxiliary services, purchasing, cash management, business management, contract administration, or payment processing.

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

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

7. Demonstrated ability to operate a personal computer, apply word processing software, and use spreadsheets.

8. Possession of a valid driver's license.

Desirable Qualifications

1. Experience in purchasing of goods and services via the on-line Superquote system.

2. Experience working with vendors in the provision of services, equipment, and supplies.

3. Knowledge of UH, RCUH, state and Federal procurement policies and procedures.

4. Knowledge with computerized Kuali Financial Management System.

5. Knowledge of the AiM Work Order System.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents (please redact SSN and birthdate on all uploaded documents).

Required Documents include:

1. Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position; an unofficial copy of the transcript (e.g. copy) must be submitted with the application, and original official transcript(s) will be required at the time of hire. Copies of transcripts must be attached to your application as evidence of the required degree (or coursework); if transcript(s) are not provided, the candidates degree(s) or coursework will not be considered. Transcripts issued outside the USA 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; expense of the evaluation shall be borne by the applicant. Please redact confidential information such as social security number, birth date, etc.

2. Cover letter explaining how you meet the minimum and desirable qualifications of the position.

3. Resume.

4. Names and contact information (including e-mail address) of at least 3 professional references.

Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. All documents/information submitted become the property of Honolulu Community College and will not be returned. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date.

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

Inquiries:

Honolulu Community College

Human Resources Office

honcchr@hawaii.edu

808-845-9144

EEO, Clery Act, ADA

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

Employer University of Hawaii

Department Honolulu Community College Address 874 Dillingham Blvd.

Honolulu, Hawaii, 96817

Website http://workatuh.hawaii.edu