Business Support Assistant

State of North Carolina•Wake, NC

1d•Onsite

About The Position

The Business Support Assistant position provides para-professional accounting and business support services for the Vital Records unit within the Division of Public Health, focusing on accurate accounts payable, disbursement processing, and front-counter customer transactions. This role processes vendor payments, verifies and reconciles payment data, maintains payment and records files, and troubleshoots issues related to payments and accounts. Work includes collecting and reconciling fees, issuing authorized records, updating electronic and paper record systems, and safeguarding confidential information in accordance with established policies and state laws. The Business Support Assistant operates in a high-volume environment under general supervision, meeting deadlines and escalating complex issues as needed to support efficient unit operations.

Requirements

High school or General Educational Development (GED) diploma and one years of experience OR An equivalent combination of education and experience.

Nice To Haves

Proficient in processing accounts payable and disbursements for General Accounting invoices; matches direct/matching invoices to vendor accounts, verifies payment accuracy, reconciles payment data, and maintains payment files.
Advanced skills in collecting and reconciling front-counter fees using established financial controls; prepares daily receipts, balances logs, and safeguards confidential customer and payment information.
Experience entering, updating, scanning, indexing, and performing quality control on vital records across electronic and paper systems; maintains organized files and retention schedules to ensure complete and accurate records.
Professional experience reviewing customer requests and supporting documentation for compliance with applicable policies and state laws; documents outcomes, meets established deadlines, and escalates non-routine issues under general supervision.
Documented track record troubleshooting payment and account discrepancies by applying work-related formulas and basic analysis; compiles summaries and communicates resolutions to vendors and internal staff with courtesy and tact.

Responsibilities

Process accounts payable and disbursements for General Accounting invoices, including matching direct invoices to vendor accounts and verifying payment accuracy.
Reconcile payment data using established formulas and basic analysis; document variances and resolve discrepancies with vendors and internal staff.
Collect, process, and reconcile front-counter fees in alignment with established financial controls; prepare daily receipts and balance logs.
Review customer requests and supporting documentation; determine compliance with applicable policies and state laws before issuing authorized records.
Enter, update, scan, index, and perform quality control on vital records in electronic and paper systems; maintain organized files and retention schedules.
Maintain payment and records files; compile summaries and basic reports to support audits and internal reviews.
Troubleshoot payment and account issues by reviewing transaction histories, contacting vendors or program staff, and documenting resolution steps.
Process incoming and outgoing mail, including document preparation, distribution, and secure handling of sensitive materials.
Provide courteous, professional customer service at the front counter; respond to routine inquiries and escalate non-routine issues to supervisory staff.
Track workload metrics and meet established deadlines to support consistent, high-quality business operations across the Vital Records unit.