Administrative and Fiscal Support Specialist

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)

• * 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.

Minimum Qualifications

• Possession of a baccalaureate degree in business administration, public administration, accounting, finance, or related fields and 1 year(s) of…