Administrative & Fiscal Support Specialist Campus Safety & Emergency Management (0097521)

The University of Hawaii Kapiolani Community College Office of the Vice Chancellor for Administrative Services - Campus Safety & Emergency Management is seeking applications for an Administrative and Fiscal Support Specialist position. Please see the information about the position the duties and responsibilities the minimum and desirable qualifications and the job application attachments below:

Position Title:Administrative & Fiscal Support Specialist

Position No:0097521

Hiring Unit:Vice Chancellor for Administrative Services - Campus Safety & Emergency Management

Location:Kapiolani Community College

Date Posted:December 2 2025
Closing Date:December:59 PM HST

Bargaining Unit Code:08

Pay Band:A

Reports to:Safety and Security Manager

Salary:Salary schedules and placement information

Full Time/Part Time:Full Time

Temporary/Permanent:Permanent

Introduction:

This position provides administrative and fiscal support to Kapiolani Community Colleges Safety and Security Department. The Department of Campus Safety and Security which is part of Kapiolani Community Colleges Administrative Services Division administers and provides these security services.

Duties and Responsibilities

(** denotes essential functions)

• **Prepares processes and submits all fiscal paperwork related to departmental expenditures in accordance with University State and Federal policy and procedures.

• **Maintains accurate budget and expenditure records for Security.

• Oversees vendor contracts and service agreements and ensures compliance with procurement and contract management policies.

• **Prepares processes and submits all HR paperwork related to hiring onboarding and personnel changes.

• **Ensures compliance with institutional guidelines collective bargaining agreements and state/federal regulations.

• **Works collaboratively with the Human Resources and Business Office.

• **Oversees and performs mail receipt processing sorting and distribution for USPS UPS FedEx Amazon and other carriers.

• **Picks up and delivers U.S. and intercampus mail at designated on- and off-campus sites using a State vehicle.

• **Processes outgoing mail including postage certified registered insured international and bulk mail; manages postage meter services and monthly billing.

• **Maintains accurate logs and records for incoming/outgoing mail courier runs and fiscal reporting.

• **Ensures compliance with federal postal regulations and University confidentiality requirements when handling sensitive items.

• Oversees the distribution and collection of campus keys ensuring proper authorization documentation and accountability.

• **Maintains and regularly updates a detailed inventory of campus keys spare keys and issued keys including accurate records of recipients.

• **Tracks follow-ups and reports on lost or missing keys; coordinates with Security and Facilities to ensure timely re-keying or lock changes when necessary.

• **Provide administrative support for electronic access control systems including issuing or deactivating ID card access updating access lists and maintaining accurate system records.

• Assists in generating reports on key issuance and access control for auditing and compliance purposes.

• Serves as a point of contact for faculty staff and contractors regarding key requests and access needs.

• **Manages burglar alarm systems and issuing of codes serves as the point of contact for service repairs maintenance and monitoring renewals.

• Coordinate copy machine leases contracts and vendor relationships.

• Serve as a point of contact for customer inquiries and troubleshooting basic operational issues.

• **Contact vendors for service requests and supply replenishment and meter readings for accurate billing.

• Monitor equipment usage and provide recommendations for efficiency and cost savings.

• Coordinates campus transportation needs including scheduling reservations and documentation of State vehicle usage.

• **Maintains records for mileage fuel use and driver assignments.

• Assists with oversight of vehicle maintenance inspections and compliance with safety requirements.

• Assists with scheduling and coordination of on-campus food trucks.

• Ensures compliance with University agreements insurance requirements and health/safety regulations.

• **Serves as a liaison between vendors Facilities and campus administration regarding logistics and scheduling.

• Provides administrative support for vending machine placement contract compliance and service monitoring.

• Track commission reporting service calls and restocking schedules.

• **Serve as a point of contact for vendor inquiries and troubleshooting operational issues.

• **Provide support for campus parking operations including monitoring permits assisting with distribution and maintaining accurate records.

• **Assist with parking logistics during special events emergencies or construction-related disruptions.

• **Act as a liaison for faculty staff and students with parking-related questions and issues.

• Provide general assistance for campus special events including setup logistics coordination and breakdown.

• Assist with directing vendors guests and participants as needed.

• Support Security & Auxiliary Services staff with crowd management equipment movement or other operational needs during events.

• Serve as a departmental representative for event-related inquiries and coordination.

• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration Accounting Finance Human Resources Management or related fields and one (1) year of progressively responsible professional experience with responsibilities for administrative fiscal and human resources 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 administrative fiscal and human resources 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 administrative fiscal and human resources management.

• Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the governmental accounting or business management field.

• 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 Google Suite applications.

Desirable Qualifications:

• Familiarity with the Universitys administrative and budgeting policies and procedures.

• Evidence of ability to effectively perform work under conditions of multiple priorities deadlines and interruptions.

• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting and personnel systems.

• Evidence of strong organizational communication and interpersonal skills.

• Evidence of commitment to Kapiolani Community Colleges vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social economic and sustainable advancement of Hawaii and the world.

1. Cover letter;
2. Resume;
3. The names and contact information (telephone number and email addresses) of at least three professional references; and
4. 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 course-by-course 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 NOT be accepted
   • Diplomas and copies will NOT be accepted
     

• 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 Kapiolani Community College and will not be returned.
• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number date of birth etc.).
• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.
• 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 re-employment 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 case-by-case basis. For further information please refer to the following link: