Admin Specialist I - Cabarrus YDC

nc; 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 involves handling invoices, purchase orders, vendor coordination, and financial records to ensure accurate processing and reporting.

Responsibilities include reconciling accounts, assisting with routine contracts, and maintaining confidential information.

Qualifications

• Minimum education and experience required to qualify for the position.
• Experience with fiscal processes, accounts payable, purchasing, and vendor coordination preferred.
• Ability to handle confidential information and maintain records with discretion.
• Strong attention to detail and ability to research and resolve routine discrepancies.

Responsibilities

• 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 procedures.
• Performs day-to-day P-Card administration and reconciliation.
• Communicates with vendors regarding invoices, purchase orders, services, and routine fiscal matters.

Job description

Agency

Safety

Division

70000075 Dept of Public Safety

Job Classification Title

Administrative Specialist I (S)

Position Number

60001099

Grade

NC08

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.

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 Resou