Administrative Specialist 2 (Finance)

Job TitleThe Essex Vicinage Finance Division is seeking a professional, customer service-oriented individual, who is committed to providing total quality management and has strong technical capabilities.Job DescriptionUnder the general direction of the Court Executive 2b (Vintage Finance Division Manager), this individual will serve as a lead to the purchasing staff, provide cross training to co-workers and monitor compliance with established internal controls. Responsibilities include, but are not limited to, providing technical/financial information and assistance to management, staff, vendors and customers; performing procurement functions; obtaining quotes for purchasing; recommending all purchases of equipment, materials and supplies; executing contracts, and compliance with regulations; establishing and monitoring contract orders; interpreting accounting, financial and statistical data; researching and resolving billing discrepancies; recommending improvements in operating procedures/practices; composing correspondence; developing technical/financial reports and performing other duties as assigned.Economics, Finance and/or Accounting background is preferred, but not required. Remote work is available up to 2 days per week outside of Judiciary buildings.Example Of DutiesComplete 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.Regular and predictable physical presence at the worksite is an essential function of this position.QualificationsGraduation from an accredited college or university with a bachelor's degree. Substitution: 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.Supplemental InformationDriver's License: 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. Authorization to Work: 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. Special Note: Newly hired employees must agree to a thorough background check that will include fingerprinting. All data received will be kept in strict confidence except to inform the individual of the findings and what action will be taken as a result of this information. Residency Law: 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.BenefitsNew Jersey Courts offers an exciting and rewarding public service career with incredible employee benefits for full-time employees only and their eligible dependents such as:State Health Benefits Program including options for medical, dental and prescription coveragePublic Employee's Retirement System pension programFederal Student Loan Forgiveness for employees with 10 years or more of serviceGenerous leave program which includes vacation, personal and sick leave and 13 annual paid holidaysVoluntary investment programs separate from and in addition to the pension plan through the Deferred Compensation Plan and the Supplemental Annuity Trust of New Jersey (SACT)Comprehensive training offerings including LinkedIn Learning.Tax Savings Programs including the Premium Option Plan, Medical Flexible Spending Account and Dependent Care Flexible Spending Account and Commuter TaxSaveNJBest 529 College Savings PlanMember Term Life Coverage including basic and optional plans