Admin Specialist I - Cabarrus YDC

North Carolina Department of Public Safety; North Carolina; On-site; USD 39,000 - 69,000; Full time

Job summary

The North Carolina Department of Public Safety is seeking an Administrative Specialist I (S) to support fiscal and procurement functions at Cabarrus YDC in Concord, NC. The role emphasizes invoicing, data entry, and vendor coordination within a team-focused environment.

Responsibilities include processing invoices, procurement transactions, and maintaining fiscal records. The position requires a high school diploma or GED and provides opportunities for growth within a mission-driven public

Qualifications

• High school diploma or GED required and two years of related administrative experience.
• Experience with procurement, accounts payable, and financial recordkeeping is preferred.

Responsibilities

• Processes invoices for payment and codes them correctly.
• Reviews invoices and supporting documentation for completeness and accuracy.
• Processes E-Procurement requisitions, purchase orders, and goods/services transactions.
• Maintains accounts payable, purchasing, and related fiscal records.
• Obtains quotes and bids following purchasing procedures.
• Performs day-to-day P-Card administration and reconciliation.
• Communicates with vendors regarding invoices, purchase orders, and routine fiscal matters.
• Maintains vendor documentation and related records.

Skills

Accounts Payable

Vendor coordination

E-Procurement

Reconciliation

Data entry

Education

High school diploma or GED

Tools

Excel

NFCS/NCAS

Word/PowerPoint/Outlook

Job description

About Us

The Department of Public Safety's mission is to safeguard and preserve the lives and property of the people of North Carolina through preparation, prevention, and protection with integrity and honor. Our agency houses many public safety divisions, including Emergency Management, Juvenile Justice and Delinquency Prevention, Alcohol Law Enforcement, Samarcand Training Academy, and the North Carolina National Guard. Join us along with our more than 3,000 employees and 12,000 National Guard members in providing exceptional public safety services to the citizens of North Carolina.

Agency

Safety

Division

70000075 Dept of Public Safety

Job Classification Title

Administrative Specialist I (S)

Position Number

60001099

Grade

NC08

Description Of Work

We are looking for candidates who have a passion for helping court-involved youth. We are Working Together to Strengthen North Carolina’s Youth and Families!
The Division of Juvenile Justice and Delinquency Prevention is committed to the reduction and prevention of juvenile delinquency by effectively intervening, educating and treating youth in order to strengthen families and increase public safety. If you have a passion for making a difference in the lives of North Carolina's youth, we welcome you to be part of the team.
The State of North Carolina provides work/life balance, a team-oriented culture, opportunities for advancement, and interesting work. If you are looking to serve others, this is the place for you.
This position is located at Cabarrus YDC in Concord, NC.
This position is responsible for specialized fiscal and procurement processes for the facility. Performs work involving financial data, expenditures, reconciliation, records, purchasing, vendor coordination, and other fiscal processes requiring knowledge of established procedures and the ability to research and resolve routine discrepancies.

Job Duties Include

• Processes, codes, verifies, and prepares invoices for payment.


• Reviews invoices and supporting documentation for completeness and accuracy.


• Processes E-Procurement requisitions, purchase orders, and goods and services transactions.


• Maintains Accounts Payable, purchasing, Local Purchase Agreement, and related fiscal records.


• Obtains quotes and bids in accordance with established purchasing procedures.


• Performs day-to-day P-Card administration and reconciliation.


• Reviews receipts and supporting documentation and identifies discrepancies.


• Researches and resolves routine fiscal discrepancies and communicate issues requiring additional review.


• Assists WEX reconciliation for Division-owned vehicles and maintains supporting documentation.


• Assists with monthly financial reconciliation and tracking expenditures and available balances.


• Provides fiscal information and documentation to the Business Officer for review, approval, and resolution of complex matters.


• Processes routine purchasing transactions in accordance with established procedures.


• Communicates with vendors regarding invoices, purchase orders, services, and routine fiscal matters.


• Maintains vendor documentation and related records.


• Assists with routine contract administration and monitoring.


• Follows up on outstanding invoices, purchase orders, services, and other fiscal matters.


• Provides documentation needed for contract monitoring and payment review.


• Escalates unusual, complex, or sensitive purchasing and vendor matters to the Business Officer.


• Maintains organized and accurate fiscal records in accordance with established retention requirements.


• Assists with collection, organization, verification, and maintenance of financial information.


• Prepares fiscal documentation and reports as requested.


• Assists with audit, review, and financial information requests.


• Research financial information and provides supporting documentation to facility management.


• Maintains confidentiality of financial, personnel, youth, and other sensitive information.


• Provides backup for other admin positions within the facility when needed.

Knowledge Skills And Abilities/Management Preferences

NC08 Salary Range: $39,244-$68,679

DPS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. The Minimum Education and Experience (E&E) are REQUIRED to qualify for this position. All work history and education (including accurate dates of employment/attendance) must be documented on the application. Supplemental Questions are also a required part of the application: answers must reference education or work experience listed on the application. A complete, all-inclusive application maximizes an applicant’s potential to qualify for the position, as well as the highest possible salary. Salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.

State Government Application Resources | NC Office of Human Resource"s

Management Preference:

• Demonstrated experience with E-Procurement system


• Demonstrated experience with paying and/or reconciliation of bills for a large organization.


• Demonstrated experience maintaining spreadsheets with Excel to track data


• Demonstrated experience Microsoft Word, Excel, PowerPoint, and/or outlook


• Demonstrated experience NC Financial System (NFCS/NCAS)

Work Schedule

This is a full-time position. Monday-Friday, 8am-5pm

We offer great Benefits!

This is a full-time position (40 hours per week) with State Benefits, including paid vacation, paid sick leave, paid holidays, retirement, and health insurance. To view an example of total compensation, please click here NC OSHR: Total Compensation Calculator

Supplemental and Contact Information

The North Carolina Department of Public Safety (DPS) is an Equal Opportunity Employer who embraces an Employment First philosophy which consists of complying with all federal laws, state laws and Executive Orders. Consistent with the Americans with Disabilities Act (ADA), we are committed to full inclusion of qualified applicants and will review requests for reasonable accommodation to perform essential job functions during the hiring process or while on the job.

Public Service Loan Forgiveness Program

For applicants with student loans, becoming a state employee may include eligibility for the Public Service Loan Forgiveness Program. Visit www.studentaid.gov to learn more.

Transcripts

• Degrees and transcripts must be received from appropriately accredited college or university.


• Applicants who earned college credit hours but did not complete a degree program, must attach an unofficial transcript to receive credit for education.


• International degrees and transcripts must be evaluated for accreditation by a recognized evaluation service by the closing date of this posting. Failure to provide documentation may result in ineligibility. The National Association of Credential Evaluation Services (NACES) has several options to provide credential verification :https://www.naces.org/members.

Military Experience

• Applicants seeking Veteran's Preference must attach a DD-214 Form (Certificate of Release or Discharge from Active Duty that includes Character of Discharge - Member 4 or Service 2 form) to the application.


• Applicants seeking National Guard Preference:A current member of the North Carolina National Guard in good standing must attach a NGB 23A (RPAS).A former member of the North Carolina National Guard who served for at least 6 years and were discharged under honorable conditions, must attach either a DD256 or NGB 22.

The NC Dept. of Public Safety must adhere to the US Dept. of Justice Final Rule on the \"National Standards to Prevent, Detect, and Respond to Prison Rape. \"PREA Hiring and Promotion Prohibitions.\" Selected applicants for positions which are subject to PREA will undergo a PREA-specific background check. Our agency supports second-chance employment for individuals who were previously incarcerated, or justice involved, and we invite all potential applicants to apply for positions for which they may be qualified. Due to the nature of work performed in our agency, prior convictions and/or charges may prohibit employment for positions which are subject to PREA or other position-specific background checks.

If applying for a Juvenile Justice & Delinquency Prevention position certified through the NC Dept. of Justice - Criminal Justice Standards Division, please click this link for specific certification requirements: Juvenile Justice Officer & Juvenile Court Counselor Certification.

Per NC General Statute 143B-1209.54, applicants hired into a position certified as a criminal justice officer or justice officer are required to electronically submit fingerprints to the NC State Bureau of Investigation for a state and national criminal history record check and enrollment in the FBI’s Next Generation Identification System: Criminal Justice Record of Arrest and Prosecution Background Service ("RAP Back"). This is in addition to submitting fingerprints during the application process.

Due to the volume of applications received, we are unable to provide information regarding the status of your application. If you are selected for an interview, you will be contacted by the hiring manager. If you are no longer under consideration, you will receive an email notification

Minimum Education And Experience

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.