Admin & Fiscal Support Specialist (0096710T)

University of Hawaii•Honolulu, HI

5d•Onsite

About The Position

Provides professional administrative support to the various units within the Office of Procurement Management which includes the Facilities Contract Office, Purchasing Card Section, and the Goods and Services Section, independently within a framework of established office policies and practices. Assists in reviewing change order proposals and requests for accuracy and completeness, identify any deficiencies in the change order submissions, and work directly with the requesting department to correct any deficiencies discovered; Assists in the preparation of encumbrance documents for bond funded contracts and purchase orders, obtaining approval and signatures on documents, and transmission of the approved documents to the State Department of Accounting and General Services. Assists in maintaining annual professional services listings. Assists in the performance of work assignments relating to the Purchasing Card Program including the review of purchasing card applications to ascertain completeness and accuracy, working directly with the requesting department to correct any deficiencies discovered; Assists with monitoring of the purchasing card email system and responding to inquiries related to the Purchasing Card Program; Assists with the processing of fiscal related documents for purchasing and processing payments for the entire department in compliance with applicable laws, rules, regulations, policies and procedures. Assists in drafting and preparing and finalizing administrative documents including action memos, policies, procedures, reports, correspondence and other related matters. Provide general administrative staff support and assist with resolving operational and administrative matters in accordance with current policies, procedures, and directives as requested; Assists with special projects. Work is expected to be technically thorough, creative, correct, and reliable, and result in the development of technically sound products. judgments, studies, recommendations, and documentation. Advises management of the progress of assigned projects, anticipated problems, and completion of projects assigned; Performs other related program administration support duties as required; and Other duties as assigned Denotes Essential Functions

Requirements

Possession of a baccalaureate degree in Business, Social Sciences or related field and 1 year of progressively responsible professional experience with responsibilities for administrative support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated
Functional knowledge of principles, practices and techniques in administrative support demonstrated by knowledge, understanding and ability to apply concepts, terminology
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with administrative support
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative 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, groups, team members and individuals
Demonstrated ability to operate a personal computer and apply word processing software
Demonstrated ability to exercise tact, confidentiality, sound discretion and judgment, and timeliness in performance of work
Demonstrated ability to articulate ideas clearly and accurately in writing and verbally in correspondence, reports and/or other related documents
Demonstrated ability to embrace, apply, and use technology to maximize effectiveness and efficiency
Excellent organizational skills and attention to detail sufficient to manage and complete multiple projects and assignments; with the ability to work independently and innovatively with minimal direction
Strong interpersonal skills to establish and maintain a good working relationship with a diverse body of University officials, staff, faculty and students

Nice To Haves

Knowledge of institutional policies and procedures related to general administrative activities for a large, multi-campus public university or complex organization
Familiarity with the University of Hawaii's organizational structure, and policies and procedures
Experience in customer support and working with different levels of people in a large and complex organization

Responsibilities

Assists in reviewing change order proposals and requests for accuracy and completeness, identify any deficiencies in the change order submissions, and work directly with the requesting department to correct any deficiencies discovered
Assists in the preparation of encumbrance documents for bond funded contracts and purchase orders, obtaining approval and signatures on documents, and transmission of the approved documents to the State Department of Accounting and General Services
Assists in maintaining annual professional services listings
Assists in the performance of work assignments relating to the Purchasing Card Program including the review of purchasing card applications to ascertain completeness and accuracy, working directly with the requesting department to correct any deficiencies discovered
Assists with monitoring of the purchasing card email system and responding to inquiries related to the Purchasing Card Program
Assists with the processing of fiscal related documents for purchasing and processing payments for the entire department in compliance with applicable laws, rules, regulations, policies and procedures
Assists in drafting and preparing and finalizing administrative documents including action memos, policies, procedures, reports, correspondence and other related matters
Provide general administrative staff support and assist with resolving operational and administrative matters in accordance with current policies, procedures, and directives as requested
Assists with special projects
Advises management of the progress of assigned projects, anticipated problems, and completion of projects assigned
Performs other related program administration support duties as required
Other duties as assigned