Administrative & Fiscal Support Specialist (#0079587, CTAHR/Kauai)

University of Hawaii•Lihue, HI

7d•Onsite

About The Position

This position works under the direction of the Kauai County Administrator to coordinate and perform a variety of tasks that facilitate the day-to-day operations of the Lihue Office and the wide range of county-based programmatic and grant-funded projects. The role ensures smooth operations of all Kauai County on- and off-campus facilities. The specialist serves as a confidential assistant to the County Administrator, handling sensitive matters including safety incidents and competitive bidding. They act as the central point of contact between the Administrator, UH Manoa, faculty, and external community partners across the state. The position provides office staff support for Kauai County staff, faculty, research support, and the County Administrator. This role facilitates professional communications and official correspondence on behalf of the County Administrator, including legislative fact sheets, newsletters, reports, and inquiries. The specialist oversees and manages the County Administrator's calendar and scheduling priorities, coordinating logistics for virtual and in-person meetings. They administer travel programs and processes travel authorizations, reviews and submits expense reports, and travel and financial reconciliation documents. The role coordinates fiscal processing workflows, serves as the primary point of contact to troubleshoot and resolve transaction discrepancies, administers grant-related fiscal reporting, and oversees compliance in contractual procurements. The specialist provides staff support in procurement, assists with invoicing internal and external vendors, and ensures that all department and program goods and services are purchased in compliance with Federal, State, and University guidelines and procedures. The position holds a department P-card to assist in departmental purchases and maintains and assists with documentation of Kauai County policies and procedures. The specialist collaborates with the County Administrator to administer, monitor, and analyze the annual budget and county-based accounts, performs monthly ledger reconciliations, tracks expenditure trends, and maintains fiscal checks and balances. This role coordinates personnel actions and hiring processes across various administrative systems and works with the County Administrator to draft and update position descriptions and facilitate recruitment workflows. The specialist serves as a liaison with CTAHR Human Resources and Fiscal Office, RCUH, and other various departments throughout the University. They provide support for the maintenance and inventory of equipment and/or supplies across Kauai County offices, the Cooperative Extension office, and all CARES stations on Kauai, and coordinates the annual inventory reconciliation process and audits annual property reports. The role reviews, submits, maintains, and tracks all administrative, personnel, and program matter files. The specialist assists the County Administrator and Research Support staff with all legal documentation and filing for trespassing, police reports, etc. They assist the County Administrator in the coordination of activities and events sponsored by the Cooperative Extension Office and CTAHR, which may occur at various geographical locations and/or outside of normal business hours. The role facilitates the handling and transmittal of soil, plant, and other samples to UH Manoa diagnostic laboratories. The specialist manages the Extension Office vehicle fleet and keys for all CTAHR facilities on Kauai, and maintains and secures the inventory of hard keys, issues hard keys to employees as directed by the County Administrator, and obtains signed employee confirmations of receipt of hard keys. Other duties as assigned are considered essential functions.

Requirements

Possession of a baccalaureate degree in business, liberal arts, communications, management, education, or related field and 1 year(s) of progressively responsible professional experience with responsibilities in office, fiscal, and/or personnel management; or any equivalent combination of education and/or professional work experience.
Functional knowledge of principles, practices and techniques in office, business management, procurement, and/or fiscal management.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with office, business management, procurement, and/or fiscal management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in office, business management, procurement, and/or fiscal management.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively.
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 personnel management systems (such as Peoplesoft), Desktop publishing software (such as Adobe Acrobat and Adobe Indesign), fiscal management systems (such as eTravel, KFS) and other electronic resources (such as Google Drive tools, Doodle polls).
Ability to travel independently to various geographical locations in a timely manner.
Ability to work outside of normally scheduled work hours including day, night, weekend and/or holidays as needed.

Nice To Haves

Demonstrated ability to work independently with minimal supervision.
Functional ability to resolve wide ranging complex problems through the use of creative reasoning and logic.
Experience in both academic and fiscal policies and procedures at the university level, including extramural funding policies and procedures.
Independent judgment in handling public inquiries.
Familiarity with UH fiscal and personnel systems.
Familiarity with Kauai County off campus facilities and University of Hawaii operations.

Responsibilities

Coordinate and perform a variety of tasks to facilitate day-to-day operations of the Lihue Office and county-based programmatic and grant-funded projects.
Serve as a confidential assistant to the County Administrator, handling sensitive matters including safety incidents and competitive bidding.
Act as the central point of contact between the Administrator, UH Manoa, faculty, and external community partners.
Provide office staff support for Kauai County staff, faculty, research support, and the County Administrator.
Facilitate professional communications and official correspondence on behalf of the County Administrator.
Oversee and manage the County Administrator's calendar and scheduling priorities; coordinate logistics for meetings.
Administer travel programs and processes travel authorizations; review and submit expense reports and financial reconciliation documents.
Coordinate fiscal processing workflows and troubleshoot transaction discrepancies.
Administer grant-related fiscal reporting and oversee compliance in contractual procurements.
Provide staff support in procurement, including review and approval of requisitions, AIM requests, Superquotes, Certificates of Insurance, purchase orders, travel requests & completions, departmental checks, inter-department orders, and P-card transactions.
Assist Research Support staff and County Administrator with invoicing internal and external vendors.
Ensure department and program goods and services are purchased in compliance with Federal, State, and University guidelines and procedures.
Hold a department P-card to assist in departmental purchases.
Maintain and assist with documentation of Kauai County policies and procedures.
Collaborate with the County Administrator to administer, monitor, and analyze the annual budget and county-based accounts.
Perform monthly ledger reconciliations, track expenditure trends, and maintain fiscal checks and balances.
Coordinate personnel actions and hiring processes across various administrative systems.
Work with the County Administrator to draft and update position descriptions and facilitate recruitment workflows.
Serve as a liaison with CTAHR Human Resources and Fiscal Office, RCUH, and other departments.
Provide support for the maintenance and inventory of equipment and/or supplies across Kauai County offices, the Cooperative Extension office, and CARES stations.
Coordinate the annual inventory reconciliation process and audits annual property reports.
Review, submit, maintain, and track all administrative, personnel, and program matter files.
Assist the County Administrator and Research Support staff with legal documentation and filing.
Assist the County Administrator in the coordination of activities and events sponsored by the Cooperative Extension Office and CTAHR.
Facilitate the handling and transmittal of soil, plant, and other samples to UH Manoa diagnostic laboratories.
Manage Extension Office vehicle fleet and keys for all CTAHR facilities on Kauai.
Maintain and secure the inventory of hard keys, issue hard keys to employees, and obtain signed employee confirmations of receipt.
Perform other duties as assigned.