Administrative Support

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 Service Review (LSR), AiM requests, plot allocations, mutual of understanding, cooperative agreement, use and occupancy, facility use agreements, etc. Assists the County Administrator and Research Support staff with all legal documentation and filing for trespassing, police reports, etc. Assists the County Administrator in the coordination of activities and events sponsored by the Cooperative Extension Office and CTAHR. Events may occur at various geographical locations and/or outside of normal business hours, including early mornings before the scheduled start time, evenings, weekends, and/or holidays. Facilitates the handling and transmittal of soil, plant, and other samples to UH Manoa diagnostic laboratories. Manages Extension Office vehicle fleet and keys for all CTAHR facilities on Kauai. 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. Minimum Qualifications 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 which provides the required education, knowledge, skills and abilities as indicated. Functional knowledge of principles, practices and techniques in the area of office, business management, procurement, and/or fiscal management 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 office, business management, procurement, and/or fiscal management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of office, business management, procurement, and/or fiscal management. 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 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. Requirement may be fulfilled by a valid Hawaii Driver's License (class 3), comparable driver's license, or other means of transportation that meets position needs. Ability to work outside of normally scheduled work hours including day, night, weekend and/or holidays as needed. Desirable Qualifications Demonstrated ability to work independently with minimal supervision. Functional ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner. 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. To Apply Cover letter indicating how you satisfy the minimum and some, if not all, desirable qualifications; Resume/Curriculum vitae (CV); Names of three (3) professional references (contact information including email address); and Official transcripts or original documentation from the institution confirming the degree (copies acceptable; however, official transcripts sent directly from the degree-granting institution are required upon hire). Note: Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Inquiries: Dr. Valerie Barko, View email address on click.appcast.io