CASUAL - Administrative and Fiscal Support Specialist

University of Hawaii•Manoa Campus - Honolulu, HI

1d•Onsite

About The Position

Applicants seeking short-term or part-time work with the University of Hawai’i may apply for Casual Hire appointments, 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 provided to regular Board of Regents or Civil Service employees. Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees. This position performs entry-level administrative and/or fiscal support functions. It manages the intake and lifecycle of personnel documents, ensuring data integrity within the designated database and directing workflows to appropriate internal stakeholders. The role executes primary verification of sensitive personnel documents for new hires (including I-9 and visa status compliance), generates and distributes official notifications to departments and new hires, and coordinates the secure distribution of payroll. Additionally, the position is responsible for converting physical records to digital formats, ensuring data governance, and maintaining HR filing systems. This role also involves training a student employee.

Requirements

Possession of a baccalaureate degree in any degree program; 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 the area of personnel administration 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 personnel administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of personnel administration.
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, apply word processing software

Nice To Haves

Familiar with FileMaker database system
Familiar with OnBase
Familiar with DropBox

Responsibilities

Performs entry-level administrative and/or fiscal support functions.
Manages the intake and lifecycle of personnel documents, ensuring data integrity within the designated database and directing workflows to appropriate internal stakeholders.
Executes primary verification of sensitive personnel documents for new hires (including I-9 and visa status compliance).
Generates and distributed official notifications to departments and new hires, ensuring all regulatory and contractual deadlines are met.
Coordinate the secure distribution of payroll and maintain internal auditing controls to ensure accuracy and timely delivery.
Responsible for converting physical records to digital formats by converting hard copy documents into electronic files and executing high-volume uploads to OnBase.
Ensure data governance by verifying the accuracy, legibility, and proper indexing of uploaded documents to facilitate the University’s transition to digital document retention.
Maintain and optimize both electronic and physical HR filing systems in accordance with University records retention schedules and data privacy protocols (e.g., HIPAA or FERPA).
Train student employee