Procurement / Property Management Specialist,T

Title: Procurement / Property Management Specialist

Position Number:T

Hiring Unit: Maui College

Date Posted: May 16 2025

Closing Date: May 31 2025

Salary: Salary schedules and placement information

Additional Salary Information: Pay Band A: Minimum $4307/month

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary

Funding: Revolving

Other Conditions:

This is NOT a remote position job requires inperson work.

(**denotes essential duties)

1. **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 Departments timelines. Advises Department supervisor(s) with the best efficient and appropriate methods of procurement.
2. **Prepare a range of procurement documents toinclude 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.
3. **Works closely with the Department supervisor(s) to acquire adequate information and justifications to prepare the procurement documents.
4. **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 procurement process by explaining regulations applicable to the discrepancy and followingup on the discrepancy as required ensuring resolution.
5. **Reviews the procurement documents to ensure compliance with Federal State and University policies.
6. **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.
7. **Works closely with the Fiscal Administrators for complex transactions.
8. **Monitors accounts payables 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 check. Liquidate encumbrances to close purchase orders.
9. **Receives and reviews invoices for purchase orders and contract payments. Audits invoices to assure that payment is for authorized purchases those 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 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 payment request matches the invoice remittance. Directly responds to and researches questions that the UH Disbursing Office may raise regarding payment documents.
10. **Process disbursement vouchers to issue payment for the colleges utility services. Prepare reports on the usage and cost for all campus utilities.
11. **Reconcile the departmental control accounts to the UH Systems 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 Universitys Financial Management System as needed in an effort to balance accounts.
12. **Organizes and maintains a comprehensive filing system for all fiscal documents reports and ledgers.
13. **Establish vendor codes in the Financial Management System.
14. **Assists with check distribution (i.e. payroll).
15. **Preaudits 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 in accordance with established policies and procedures. As directed by the Fiscal Administrator provide support and training on fiscal procedures to College faculty and staff.
16. **Contact departmental/unit personnel and/or vendors verbally or in writing to resolve procurement related problems.
17. **Assists with reviewing and verifying travel documents for accuracy completeness appropriateness & propriety in accordance with established policies procedures and collective bargaining agreements.
18. **Assists in supervising the maintenance of campus inventory records assuring proper identification and disposition of all equipment.
19. **Assists with the daily tuition and fee collections campus collection activities external and internal accounts receivable collections via Banner Kuali Financial System (KFS) and/or Destiny and recordation of cash receipts on the deposit forms.
20. **Analyzes student statements and determines accuracy in credits/charges. Advises students in financial aid admissions and registration policies as they relate to payments and/or refunds.
21. **Maintains Business Office supply inventory. Orders and restocks supply when needed. Acquires quotations from vendors prepares requisitions tracks order with vendor and verifies receipt of goods.
22. **Supervise two or more student employees. Plan student work schedules and keep running totals of wages.
23. Assumes duties of other personnel in the Business Office during their absence.
24. Other duties as assigned

• Possession of a baccalaureate degree in Business Administration Accounting or related field and progressively responsible professional experience with responsibilities for Business related field; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

1. Functional knowledge of principles practices and techniques in the area of Business demonstrated by knowledge understanding and ability to apply concepts terminology.
2. Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with Business.
3. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area of Business.
4. Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.
5. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals.
6. Demonstrated ability to operate a personal computer and word processing software.

1. Knowledge of the principles and practices of procurement inventory control sales and inventory records maintenance.
2. Ability to analyze interpret and apply financial and general administrative rules and regulations to a variety of work situations.
3. Knowledge of using the University of Hawaiis Financial Management System (Kuali).
4. Knowledge in writing and posting quotations for competitive bidding.
5. Knowledge in construction/maintenance procurement.

1. Familiarity of University of Hawaii Administrative Procedures.
2. Ability to recognize obstacles identify possible causes and resolve the full range of problems that may commonly occur in a variety of work situations.
3. Ability to establish and maintain an effective working relationship with a variety of individuals including faculty staff University community and the general public.

1. Ability to analyze interpret and use sound logic and judgment in the application of a variety of financial and general administrative rules and regulations.
2. Excellent communication skills including the ability to read and understand oral and written instructions; create reports and procedures; and speak and write effectively.
3. Detail oriented and able to comprehend analyze organize and prioritize multiple tasks and a wide variety of information with demanding deadlines.
4. Ability to exercise discretion and independent judgment with little or no supervision.
5. Ability to perform under highly stressful conditions while maintaining a courteous and professional demeanor.
6. Experience using Windows operating system and Microsoft Office applications. Ability to utilize email for general office correspondence and other Google applications.

Inquiries:

Name: UH Maui College Human Resources

Phone:

Email:

INCOMPLETE APPLICATIONS WILLNOTBE CONSIDERED

To Apply:Click on the Apply button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application applicants must attach the following:

1. Aone to twopage statementoutlining ways in which you meet the minimum and desirable qualifications;
2. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a coursebycourse analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services Inc. verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOTbe accepted.
• Diplomas and copies will NOTbe accepted.

1. Resume
2. Three (3) professional references with contact information (including email addresses)
3. Optionalletters of recommendation.

Incomplete applications willNOTbe considered. NOTE:

• The application will be incomplete if materials are unreadable illegible password protected missing or corrupted; therefore late or incomplete applications will not be considered. All requested documents/information become the property of Maui College and will not be returned.
• Please do not include any selfidentifying photos and redact any references to confidential information on submitted documents (social security number date of birth etc.).
• If you have not applied for a position before using NEOGOV you will need to create an account.

The University of Hawaii is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment including on the basis of veteran and disability status. For more information visit: is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act annual campus crime statistics for the University of Hawaii may be viewed at: or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement bargaining unit members receive priority consideration for APT job vacancies. As a result external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with reemployment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawaii complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a casebycase basis. For further information please refer to the following link: