Job description

This position is currently located within the Department of Public Safety but will transfer to the Department of Adult Correction when it is established on January 1st, 2023.

This Administrative Specialist I is located in the Controller's Office and performs a variety of office/administrative duties. Specific responsibilities include:

• Scanning and filing invoices processed by Accounting Clerks, Accounting Technicians and Accountants. All invoices are scanned into the Kwik Tag system using the appropriate bar code methodology so that invoices may be retrieved at will. All batches are stamped, sorted, grouped by date and placed in file folders and filed in numerical order.
• Assisting in managing the Controller’s Office File Room.
• Assisting the cash management team with the processing of checks to be mailed. (Approximately 5,000-7,000 checks a month are prepared for mailing)
• Serving as backup to the receptionist (answering the switchboard and controlling visitor access to the building).
• Maintaining inventory of supplies and ordering supplies. Requisitions are entered and items are receipted against a purchase order as appropriate the E-procurement system. Position processes usage orders to order supplies from the agency’s central supply warehouse and makes direct purchases for other items on state contract.
• Assisting with sorting invoices. Invoices are forwarded to this position via the mail room several times during the day, typically in large quantities. Position ensures that invoices, statements and credit memos are properly classified based upon the type of item purchased and distributes invoices to the appropriate accounts payable team leader.
• Assisting with special projects assigned to him/her by the supervisor, accounting director, assistant controller, controller or agency management (on an as-needed basis).

This is a full-time position (40 hours per week) with State Benefits.

Note to Current State Employees:
The salary grade for this position is NC08. State employees are encouraged to apply for positions of interest even if the salary grade is the same as, or lower than, their current position. If selected for this position, a new salary will be recalculated taking into consideration the quantity of relevant education and experience, funding availability, and internal equity. Based upon these factors, a pay increase MAY result.

About the North Carolina Department of Public Safety (NC DPS):
The North Carolina Department of Public Safety (NC DPS) is responsible for safeguarding and preserving the lives and property of its citizens through prevention, protection, and preparation.

About the Department of Adult Correction (DAC)
The North Carolina Department of Adult Correction is responsible for the care, custody, and supervision of all adults sentenced after conviction for violating North Carolina laws. This department includes State Prisons, Correction Enterprises, Division of Community Corrections, and Reentry Programs and Services.

Knowledge, Skills and Abilities / Competencies
The Knowledge, Skills and Abilities listed below, along with the Minimum Education and Experience requirements, are REQUIRED to qualify for this position. We will not review resumes in lieu of Experience and Education listed on the application. Click these links for additional information: Introduction to the Job Application* and *Addressing Knowledge, Skills and Abilities. (Note: * These links were created for applicants of Dept. of Public Safety jobs and may not reflect the policies or procedures of other State agencies.)*

To qualify for this position, applicants must document on the application that they possess ALL* of the following: *

*
Knowledge of state government Purchasing policies and practices

• Experience with purchasing using the North Carolina Accounting System (NCAS) and E-procurement
• Experience in maintaining inventory and supplies

Management Preferences

• Experience processing invoices

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

Job Type: Full-time

Pay: $35,788.00 - $62,628.00 per year

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