Administrative and Fiscal Support Specialist (0097691)

University of Hawaii•Honolulu, HI

2d•Hybrid

About The Position

This position provides essential fiscal and administrative support to the Auxiliary & Facilities Services Manager (AFSM) within the Operations and Maintenance Unit at Honolulu Community College. The role involves managing requisitions, reviewing supply requests, initiating vendor correspondence, and utilizing online systems for quotations and bid analysis. The specialist will maintain budget reports, reconcile invoices and purchase cards, process travel documents, and handle urgent maintenance requests. Key responsibilities include managing equipment inventory, overseeing campus State vehicles, maintaining departmental carts, handling mail, and developing operating procedures. The role also involves managing procured merchandise, processing vendor returns, maintaining logs for campus maintenance and permits, and procuring annual maintenance service contracts. Additionally, the specialist will assist in developing expenditure plans, preparing monthly accounting reports, reviewing utility bills, and managing departmental keys and parking passes. The position requires driving to various on- and off-campus locations.

Requirements

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.
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.
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.
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.
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, and use spreadsheets.
Possession of a valid driver’s license.

Nice To Haves

Experience in purchasing of goods and services via the on-line Superquote system.
Experience working with vendors in the provision of services, equipment, and supplies.
Knowledge of UH, RCUH, state and Federal procurement policies and procedures.
Knowledge with computerized Kuali Financial Management System.
Knowledge of the AiM Work Order System.

Responsibilities

Provides fiscal and administrative support to the Auxiliary & Facilities Services Manager (AFSM).
Assists the AFSM with technical specifications and special provisions for contracts and detailed technical scope of work for solicitation of projects.
Initiates all requisitions generated by the Operations and Maintenance Unit.
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.
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.
Develops and maintains budget reports, ensuring proper accounts and funds are available for procurement action.
Reconciles invoices against purchase orders to ensure that products received are the correct item(s), quantity and cost.
Utilizes a Purchase Card (pCard) to pay for products and equipment. Reconciles pCard and gas card purchases for users in the department.
Create and process travel documents in accordance with Federal/State/University policies and procedures for Operations & Maintenance employees as required.
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.
Assists with the creation and completion of work orders in the AiM Work Order System.
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.
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.
Responsible for the maintenance of all Operations and Maintenance Unit carts (flatbed and golf carts) with the maintenance vendor.
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.
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.
Develops and establishes comprehensive departmental operating procedures in collaboration with the AFSM and other department supervisors.
Receives and records accordingly all procured merchandise and supplies ordered, ensuring invoices match the Purchase Orders and the appropriate department requisitioner is notified.
Responsible for the return of items to vendors due to over shipment, damaged item, or other reasons.
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.
Assists the AFSM in developing expenditure plans for the Operations & Maintenance unit based on historical and statistical data and projected cost factors.
Prepare monthly accounting reports which includes information on expenditure/encumbrance of funds for the Operations and Maintenance units.
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.
Responsible for the inventory and provision of department keys and parking passes, and to maintain sign out sheets and logs.
Maintains Contractor and Vendors on campus logs. Notifies applicable campus departments as required.
Reviews campus class and event schedule and revises air conditioning schedules as required.
Other duties as assigned.