Admin Specialist I - Cabarrus YDC

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 Resources
Management Preference: These skills are not required but managers may choose to interview/select applicants who demonstrate Management Preferences.
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 th