Administrative Specialist 2 (Finance)

New Jersey Courts•Newark, NJ

5d•Hybrid

About The Position

The New Jersey Judiciary is seeking a professional, customer service-oriented individual for the Essex Vicinage Finance Division. This role is committed to providing total quality management and possesses strong technical capabilities. The position serves as a lead to purchasing staff, provides cross-training to co-workers, and monitors compliance with established internal controls. The Judiciary offers a strong opportunity for growth and engages in meaningful work that impacts the public. This role may qualify for up to 2 days of remote work per week as part of a hybrid work schedule, requiring high-speed home internet access and multifactor authentication.

Requirements

Graduation from an accredited college or university with a bachelor's degree.
Applicants who do not possess the required education may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits.
An associate's degree and two years of additional paraprofessional and/or professional experience may be substituted for a bachelor's degree.
Applicants who are approaching their anticipated graduation date may apply. If selected, the applicant must complete their degree no later than their start date.
Degrees conferred outside of the United States must be evaluated by a recognized evaluation service.
US citizenship is not required.
Selected candidate must be authorized to work in the US according to Department of Homeland Security, US Citizenship and Immigration Services regulations.
Newly hired employees must agree to a thorough background check that will include fingerprinting.
In accordance with N.J.S.A. 52:14-7 (L. 2011, Chapter 70), the "New Jersey First Act," all persons newly hired by the Judiciary within one year must establish, and then maintain, principal residence in the State of New Jersey. Any person may request an exemption from that requirement from the Employee Residency Review Committee in the Department of Labor & Workforce Development on the basis of either hardship or employer critical need.

Nice To Haves

Economics, Finance and/or Accounting background is preferred, but not required.
Experience in using the New Jersey Comprehensive Financial System (NJCFS), the New Jersey State of the Art Requisition Technology (NJSTART), and the Electronic PP1 System (ePP1) would be helpful.
Cover letter preferred but not required.
Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle is necessary to perform essential duties of the position.

Responsibilities

Serve as a lead to the purchasing staff.
Provide cross training to co-workers.
Monitor compliance with established internal controls.
Provide technical/financial information and assistance to management, staff, vendors and customers.
Perform procurement functions.
Obtain quotes for purchasing.
Recommend all purchases of equipment, materials and supplies.
Execute contracts and ensure compliance with regulations.
Establish and monitor contract orders.
Interpret accounting, financial and statistical data.
Research and resolve billing discrepancies.
Recommend improvements in operating procedures/practices.
Compose correspondence.
Develop technical/financial reports.
Perform other duties as assigned.
Complete a three-way match process of purchase orders, invoices and packing slips for accuracy and completeness.
Reconcile vendor accounts by verifying payments, reviewing balances, and resolving billing and invoice discrepancies.
Enter, review, and verify data in computerized accounting and purchasing systems, including NJCFS, NJSTART, and ePP1, for accuracy and completeness.
Communicate with vendors, court divisions, and Judiciary staff regarding payment status, account issues, and related financial inquiries.
Prepare payments to be processed to vendors and maintain payment tracking, recordkeeping, and other financial control systems.
Review requisitions, vouchers, invoices, and other financial documents to ensure accuracy and compliance with established procedures.
Monitor and prepare disbursement-related documentation and support payment processing activities.
Assist with purchasing-related transactions and coordinate with vendors as needed.
Compile, maintain, and report financial, workload, or other statistical data as required.
Establish and maintain effective working relationships with vendors, internal units, and staff at all levels of the Judiciary.
Provide cross-training and procedural guidance to co-workers, as needed.