Administrative & Fiscal Support Specialist , CTAHR/Kauai
Job in
Lihue, Kauai County, Hawaii, 96766, USA
Listing for:
University of Hawaii system
Full Time
position
Listed on 2026-07-22
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Business Administration, Data Entry
Job Description & How to Apply Below
Position: Administrative & Fiscal Support Specialist (#0079587, CTAHR/Kauai)
Administrative & Fiscal Support Specialist
Position Number: 0079587
Hiring Unit:
College of Tropical Agriculture and Human Resilience (CTAHR), Kauai County
Location:
Lihue, Kauai, HI
Band: A
Salary: salary schedules and placement information
Full Time/Part Time:
Full-time
Month: 11-month
Temporary/Permanent:
Permanent
For best consideration, all application materials should be submitted by July 31, 2026, 11:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.
Duties and Responsibilities
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 to ensure smooth operations of all Kauai County on- and off-campus facilities.Serves as a confidential assistant to the County Administrator, handling sensitive matters including safety incidents and competitive bidding. Acts as the central point of contact between the Administrator, UH Manoa, faculty, and external community partners across the state.Provides office staff support for Kauai County staff, faculty, research support, and County Administrator.Facilitates professional communications and official correspondence on behalf of the County Administrator, including legislative fact sheets, newsletters, reports, and inquiries.Oversees and manages the County Administrator's calendar and scheduling priorities; coordinates logistics for virtual and in-person meetings, including room reservations, video conferencing setup, and polling stakeholder availability.Administers travel programs and processes travel authorizations for the County Administrator; reviews and submits expense reports, travel and financial reconciliation documents in accordance with policy guidelines to ensure compliance, accuracy, and policy alignment prior to processing payments.Coordinates fiscal processing workflows and serves as the primary point of contact to troubleshoot and resolve transaction discrepancies with requisitioner(s) and/or appropriate persons; administers grant-related fiscal reporting and oversees compliance in contractual procurements.Provides 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, and others as needed, in accordance with Federal, State, and UH policies and procedures.Assists Research Support staff and County Administrator with invoicing internal and external vendors for payment, and/or reimbursements.Assists in ensuring that all department and program goods and services are purchased in compliance with Federal, State, and University guidelines and procedures by appropriate deadlines.Holds a department P-card to assist in departmental purchases.Maintains and assists with documentation of Kauai County policies and procedures.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.Coordinates personnel actions and hiring processes across various administrative systems, including UH, RCUH, and SECE (student employment). Works with the County Administrator to draft and update position descriptions and facilitate recruitment workflows.Serves as a liaison with CTAHR Human Resources and Fiscal Office, RCUH, and other various departments throughout the University.Provides 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. Coordinates the annual inventory reconciliation process and audits annual property reports.Reviews, submits, maintains, and tracks all administrative, personnel, and program matter files such as, but not limited to, Legal…
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