Administrative Specialist II

Austin Community College; North Carolina; On-site; USD 42,000 - 54,000; Full time

Job summary

A community college in North Carolina is seeking an Administrative Specialist II to manage procurement processes at the Samarcand Training Academy. The successful candidate will be responsible for processing purchase requests, handling vendor relations, and compiling inventory reports. Strong detail orientation, communication, and collaboration skills are essential for this role, along with the ability to work both independently and with various stakeholders.

Qualifications

• Experience with procurement systems and entry processes.
• Ability to manage vendor relations effectively.
• Proven ability to work independently and as part of a team.

Responsibilities

• Process purchase requests for various goods and services.
• Compile inventory reports to evaluate procurement needs.
• Assist vendors with inquiries about sourcing and payments.
• Compile inventory reports to assess procurement needs.
• Assist vendors with registrations, quotes, invoices and inquiries.
• Perform procurement card and WEX card reconciliations per guidelines.
• Handle incoming payments from the student invoicing system.

Skills

Detail oriented

Strong communication skills

Collaboration skills

File management skills

Tools

North Carolina E-Procurement System

Invoice management system

WEX card reconciliations

Job description

This Administrative Specialist II is located at the Samarcand Training Academy in Jackson Springs, NC (Moore County).

Responsibilities

• Enter and process purchase requests, including emergency and pressing needs acquisitions for state term contract items, janitorial supplies, food service needs, building materials, furniture, propane, fuel and various other goods and service needs in the North Carolina E‑Procurement System.
• Understand the purchasing thresholds for direct pays, p‑cards, small, informal, formal and IT purchases.
• Process receipt items in the e‑procurement system appropriately to the matching purchase order and process the invoice for payment accordingly. Vendor payment will be processed by protocols in the invoice management system through direct payments within an acceptable timeframe.
• Compile inventory reports to assist with evaluating procurement needs.
• Assist vendors with system registrations, quotes, invoice and payment inquiries.
• Complete procurement card and WEX card reconciliations within established guidelines.
• Properly handle incoming payments received from the established student invoicing system.

Expectations

The employee in this position is expected to be detail oriented, work independently as well as in a team environment, and possess strong file management skills. Additionally, the employee is expected to possess strong communication and collaboration skills. The position involves interacting with multiple stakeholders from government agencies and private industry. The applicant must have effective communication, negotiation, and relationship‑building skills to facilitate work across these different sectors and show professionalism.