Procurement/Property Management Specialist Job Kahului area,Hawaii USA,Administrative/Clerical

Position: Procurement / Property Management Specialist (0097094T)
Salary: See Position Description
Location : UH Maui College, Maui County, HI
Job Type: Full-Time Temporary
Job Number:
Department: University of Hawai'i Maui College
Opening Date: 03/24/2026
Position Number:: 0097094T
Description
Title:
Procurement / Property Management Specialist

Position Number: 0097094T

Hiring Unit:
Administrative Affairs - Business Office

Location:
Kahului, Maui

Date Posted:
March 24, 2026

Closing Date:
Continuous Recruitment

Salary: Salary schedules and placement information

Additional Salary Information:
Pay Band A:
Minimum $4,458/month

Full Time/Part Time:
Full Time

Temporary/Permanent:
Temporary

Funding: Revolving

Other Conditions:

This is NOT a remote position - the job requires in-person work.
Duties & Responsibilities:
(
** denotes essential duties)

** Assists Department supervisor(s) as a "subject matter expert" with procurement matters. Works closely with the Department supervisor(s) to proactively plan and schedule complex purchases to accommodate the Department's timelines. Advises Department supervisor(s) on the best, efficient, and appropriate methods of procurement.

** Prepare a range of procurement documents to include, but not limited to, requisitions, super quotes, written quotes, invitation for bids, travel requests, travel completions, sole source justifications, price reasonableness justifications, sole brand justifications, disbursement vouchers, and other documents.

** Works closely with the Department supervisor(s) to acquire adequate information and justifications to prepare the procurement documents.

** Explain the applicable rules and regulations, informing the unit head or other responsible individual of Federal, State, and University fiscal policy requirements as related to the procurement process by explaining regulations applicable to the discrepancy and following up on the discrepancy as required, ensuring resolution.

** Reviews the procurement documents to ensure compliance with Federal, State, and University policies.

** Prepare the necessary fiscal documents to purchase goods and services. This involves the conversion of the document into a Purchase Order, Interdepartmental Order, or Contract. Submission of the documents to the Fiscal Administrator for approval and distribution to appropriate departments or vendors.

** Works closely with the Fiscal Administrators for complex transactions.

** Monitors accounts payable and follows up with Departments or vendors on outstanding invoices and past due payments, stop payments, uncashed and stale dated checks, and prepares appropriate documents to clear checks. Liquidate encumbrances to close purchase orders.

** Receives and reviews invoices for purchase orders and contract payments. Audits invoices to ensure that payment is for authorized purchases, the goods and/or services have been received in good order and condition, and Department approval was obtained to issue payment. If discrepancies occur, contact either the Department or the vendor to clarify the differences. If payment is appropriate, submit invoices to the University of Hawaii (UH) Disbursing Office for processing.

Verify the accuracy of account codes, object codes, vendor payment remittance information, and line item cost extensions referenced on the payment request. Process edits to the vendor code as needed to ensure the payment request matches the invoice remittance. Directly responds to and researches questions that the UH Disbursing Office may raise regarding payment documents.

** Process disbursement vouchers to issue payment for the college's utility services. Prepare reports on the usage and cost for all campus utilities.

** Reconcile the departmental control accounts to the UH System's centrally generated ledgers. At the direction of the Fiscal Administrator, conducts research into accounts by examining data and source documents, and prepares reports summarizing information requested. Prepares adjustments and corrections via the University's Financial Management System as needed to balance accounts.

** Organizes and maintains a comprehensive filing system for all fiscal documents, reports, and ledgers.

** Establish vendor codes in the Financial Management System.

** Assists with check distribution (i.e., payroll).

** Pre-audits procurement documents and assists field personnel with procurement matters when necessary. Reviews processed documents for accuracy and completeness, with the verification of account codes and object codes referenced, line item extensions, review of the item description, and appropriate supporting documents are available by established policies and procedures. As directed by the Fiscal Administrator, provide support and training on fiscal procedures to College faculty and staff.

** Contact departmental/unit personnel and/or vendors verbally or in writing to resolve procurement-related problems.

** Assists with reviewing and verifying travel documents for accuracy, completeness, appropriateness & propriety, by established policies, procedures, and…

Procurement​/Property Management Specialist

Procurement/Property Management Specialist