Budget and Agreements Specialist

Mission

“To empower youth to serve their communities through character-building, service-learning, and environmental stewardship opportunities that encourage integrity (pono) with Ke Akua, self, and others.”

Established in 2007 as a Honolulu-based 501(c)3 non-profit, Kupu empowers future generations to create a more sustainable Hawai‘i. The organization provides hands-on training and national service programs that educate and mentor youth to become stewards of culture and environment. Kupu has provided opportunities which have trained more than 4,000 young adults and emerging professionals in conservation, sustainability, and environmental education. These young adults have supported Kupu partners to provide more than 3 million hours of service, which has culminated in planting over 1 million native plants and removing over 100,000 acres of invasive species. For their service, Kupu has presented $5.5 million in education awards to support the continued growth of its members. To date, Kupu has generated more than $130 million in economic benefits to the state of Hawai‘i.

Position Overview

Under the direction of Budgets and Agreements Lead and in close collaboration with Program, Finance, and Compliance staff, the Budget & Agreements Specialist (BAS) is responsible for the administration, execution, tracking, and reporting of budgets and agreements that support Kupu programs.

This position serves as an operational bridge between Compliance requirements and day-to-day fiscal and agreement management. The BAS supports procurement processes including purchase requisitions, vendor documentation, contract coordination, and adherence to internal controls and funding requirements. The BAS further assists in ensuring that agreements and related budget records are accurately created, tracked, updated, and communicated, and supporting documentation is complete, timely, and well-organized.

The ideal candidate is highly organized, detail-oriented, collaborative, and comfortable managing multiple budgets and agreements simultaneously. They bring strong follow-through, clear communication, and a process-improvement mindset to support organizational accountability and fiscal integrity.

Position Duties

Primary duties for the position include, but are not limited to, the following:

• Conduct oneself with aloha and drive Kupu’s culture.
• Conduct oneself with integrity, credibility, professionalism, and unwavering

Budget and Agreements Administration & Execution

• Draft, execute, track, and maintain Master Agreements (MA), Statements of Work (SOW), and Site Fee Memos (SFM)
• Stage and maintain agreement records in Salesforce (SF) and shared filing systems
• Track agreement status, approvals, revisions, amendments, and execution timelines
• Assist in managing changes and revisions to agreements, ensuring documentation is accurate and complete
• Monitor agreement end dates and coordinate renewals or closeouts with Program and Compliance
• Maintain comprehensive records of agreements, approvals, communications, and supporting documentation
• Ensuring compliance with Kupu’s policies and funding partner requirements
• Communicate regularly with Program, Compliance, and Accounting staff to ensure alignment on agreement status, budget placement, and payments
• Track agreement-related budgets, spending, deliverables, and milestones

• Assist in coordinating invoice tracking, payment schedules, and payment plans with host sites and Accounting

Procurement Administration & Support

• Coordinate and track procurement in alignment with approved grant and program budgets[KO1] 
• Review purchasing requests for allowability, budget availability, and compliance with funding source requirements prior to routing for approval
• Assist in obtaining and documenting price comparisons or quotes when required by grant or organizational policy
• Maintain organized procurement files, including purchase approvals, quotes, contracts, and supporting documentation to ensure audit readiness

Data, Reporting & Process Improvement

• Pull Salesforce and other system reports as needed, including support for Board and audit reporting
• Support process improvements related to agreement tracking, reporting workflows, and documentation standards
• Ensure records are maintained in a manner that supports audits, monitoring, and compliance reviews

Member Payroll Processing Backup Support

• Provide backup support for member payroll processing
• Review and verify member timesheets for accuracy, completeness, and proper approvals prior to submission
• Coordinate with Program staff to resolve timesheet discrepancies or missing documentation

Position Requirements

We encourage candidates who meet many of the following qualifications to apply:

• Available full-time Monday through Friday, with occasional flexibility as needed
• Bachelor’s degree in finance, accounting, business administration, or a related field, or equivalent experience in budget management or contract administration.
• Experience with agreement tracking, budgets, invoicing, or financial administration
• Strong organizational and record-keeping skills with attention to detail
• Demonstrated ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to work both independently and collaboratively
• High level of accountability, integrity, and discretion with sensitive information
• Results-oriented, flexible, and process-minded
• Ability to meet Kupu’s Criminal History Background Requirements

Physical Requirements

• While performing the duties of this job, the employee may be required to sit, stand, walk, use hands, reach, bend, and lift up to 25 pounds.
• Occasional travel may be required for meetings or events.
• Flexibility in work hours may be necessary to meet deadlines and project requirements.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, in accordance with applicable federal, state, and local laws, including the Americans with Disabilities Act (ADA).

*In accordance with Federal Law, Kupu is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability