About Us
North Carolina State Government is one of the state’s largest employers, with over 76,000 employees all working toward a common goal: a safer and stronger North Carolina. We are a large organization comprised of various agencies, offices, and universities, each providing important public services.
Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more. To learn more about the benefits of being a North Carolina state employee, visit the N.C. Office of State Human Resources' website.
Permanent, temporary, and time-limited state government jobs can be found from the mountains to the coast. Find your next opportunity today!
Description of Work
The primary purpose of the Business Services Coordinator role is to perform a variety of business and fiscal functions related to accounts payable activities and employee, board member and parent travel reimbursements. This position is responsible for analysis, audit, and accurate processing of all accounts payable transactions utilizing the NC e-Procurement System, North Carolina Financial System (NCFS) and Bank of America Works application. The range of duties includes but is not limited to receiving goods and services in e-Procurement, matching invoices for goods and services to purchase orders for payment, processing direct payment invoices, processing capital improvement pay applications, resolving payment related discrepancies with the vendor, reconciling procurement card transactions in the banking application, providing policy-specific guidance on allowable travel costs, issuing travel advances and reimbursements in NCFS, cross-training with and supporting team members, and reporting financial data. This position will utilize various NCFS reports to track invoice payments, review PO encumbrances and identify open checks that require escheat processing. Duties require working knowledge of applicable fiscal policies and financial systems, the varied funding streams supporting the agency and the agency’s NCFS accounting segments. This position works closely with the Business and Finance Director and the Procurement Specialist, ENCSD Board of Trustee Members, staff, parents and vendors, and requires the ability to communicate professionally and effectively with all customers. This role contributes to the fiscal integrity of ENCSD by supporting timely payments, policy compliance and reporting requirements.
Knowledge Skills and Abilities/Management Preferences
Accounts Payable and Travel
This position oversees the agency’s accounts payable activities and travel reimbursements. Specific duties and responsibilities required are as follows:
- Review and process all valid and approved invoices for payment in NCFS within seven (7) business days of receipt. Understand the distinct process for PO matching invoices, direct payment invoices, capital project invoices and procurement card invoices.
- Review Held Payments in NCFS to identify issues with vendor setup that prevent issuance of payment.
- Initiate contact with vendors to resolve vendor setup issues in NCFS and encourage utilization of electronic payment via ACH.
- Reconcile procurement card transactions for all ENCSD procurement cardholders in Bank of America
- Works application weekly to include update of accurate NCFS accounting segments and upload of transaction receipt. Ensure proper approval signatures on receipts.
- Provide guidance and assistance to ENCSD Board of Trustee members, staff and parents on travel policies, travel authorization and allowable travel reimbursement.
- Act as Expense Delegate to issue cash advance payments and reimbursement payments for approved travel in NCFS.
- Audit vendor statements when received; research and resolve any outstanding invoices.
e-Procurement Receiver
This position is the agency’s receiver for all goods and services procured through the NC e-procurement system. Prompt and accurate receipt of goods and services is essential for timely payment to vendors. Specific duties and responsibilities required are as follows:
- Utilize vendor’s packing slip signed by Warehouse Inventory Assistant to receive goods in e-Procurement.
- Receive services in e-Procurement with signature confirmation of section manager or contract administrator.
- Collaborate with Procurement Specialist if discrepancies exist between receipt document and E-Procurement.
Financial Reporting and Record Retention
Financial reporting and record retention of all payments are necessary for audit tracking. Files are currently maintained in hard copy with an increasing utilization of electronic file storage. Specific duties and responsibilities required in this area are as follows:
- Maintain a shared, electronic, real time tracking report of all invoice payments issued in NCFS.
- Create an organized electronic file storage system for payment transactions.
- Follow record retention schedule for maintaining files for audit.
- Quarterly, report to supervisor on aged open checks. Follow internal procedure on escheat processing for open checks that cannot be resolved.
Minimum Education and Experience
Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.
High school of General Educational Development (GED) diploma and five years of related administrative experience; or an 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.
Recruiter: Simone Nichelle Leigh
Recruiter Email: SIMONE.LEIGH@ENCSD.K12.NC.US