Business Services Coordinator II

State of North Carolina • Wilson, NC

1d

About The Position

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.

Requirements

• High school of General Educational Development (GED) diploma and five years of related administrative experience; or an equivalent combination of education and experience.
• Working knowledge of applicable fiscal policies and financial systems
• Ability to communicate professionally and effectively with all customers

Responsibilities

• Review and process all valid and approved invoices for payment in NCFS within seven (7) business days of receipt.
• 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.
• 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.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED