Facilities Invoice Coordinator

Facilities Invoice Coordinator

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Please see Special Instructions for more details.

Please include as attachments a resume/CV and contact information for at least 3 professional references.

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Posting Details

Job Posting Information

Posting Number	PG195233SP
Internal Recruitment	No
Working Title	Facilities Invoice Coordinator
Anticipated Hiring Range	$52,000 - $54,578
Work Schedule	Monday - Friday 8:00am - 5:00pm
Job Location	Raleigh, NC
Department	Budget and Accounting
About the Department	The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units: Design & Construction Business Operations Campus Operations and Maintenance Campus Planning and Strategic Investment Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship. Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!
Wolfpack Perks and Benefits	As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Propositionand learn more about what makes NC State the best place to learn and work for everyone. What we offer: Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties	The Facilities Invoice Coordinator plays a critical role in keeping NC State Facilities’ financial operations accurate, efficient, and moving forward. This position manages the end-to-end invoice process, ensuring payments are accurately reviewed, properly documented, and processed in accordance with university policies, state procurement requirements, and accounting standards.Working across Budget and Accounting, Capital, Purchasing, Contracts, Finance, and Sponsored Programs, the Invoice Coordinator serves as a central point of coordination for invoice processing and payment inquiries. The position reviews invoices and purchase orders, monitors the invoice status dashboard, resolves payment issues, maintains accurate financial records, and helps ensure invoices are processed within established deadlines. This role offers an opportunity to make a meaningful operational impact by reducing payment delays, minimizing errors, strengthening financial accountability, and identifying opportunities to improve systems and processes. The successful candidate will bring strong attention to detail, sound judgment, organization, and the ability to independently manage a high-volume workload while collaborating effectively across departments.If you are an organized financial professional who enjoys solving problems, improving processes, and keeping complex operations running smoothly, we invite you to apply and join the NC State Facilities team. Key responsibilities and duties include but are not limited to: Independently receive, review, and process invoices from vendors and internal university customers, ensuring transactions are accurate, complete, and properly documented. Verify invoices against purchase orders, confirming amounts, applicable documentation, and available funds before payment processing. Identify insufficient purchase order balances and coordinate change orders to ensure adequate funding is available for invoice payment. Validate vendor documentation in PaymentWorks and resolve discrepancies that could delay payment. Upload and route invoices through NC State’s financial and work order systems in accordance with established procedures and deadlines. Monitor and maintain the Facilities Invoice Status Dashboard, identifying discrepancies and updating invoice statuses to support accurate tracking and accountability. Coordinate with internal departments, vendors, Purchasing, Contracts, Finance, Sponsored Programs, and other stakeholders to resolve invoice and payment issues. Review purchase order requests to confirm required documentation and contract information are complete and support appropriate financial processing. Monitor invoice processing timelines and support compliance with the University’s Net 30 payment requirement. Support month-end close activities by identifying outstanding invoices and forecasting their potential impact on Facilities budget performance. Maintain accurate and organized invoice, payment, and accounting records to support financial reporting and audit requirements. Ensure invoice and payment activities comply with applicable state procurement laws, university policies, accounting standards, and internal financial controls. Prepare reports and metrics related to invoice volume, routing, processing timelines, payment activity, and vendor activity for leadership review. Identify opportunities to improve invoice processing, tracking, communication, and financial systems, and support the implementation of process improvements. Provide guidance and training to staff on invoice submission procedures, documentation requirements, and applicable financial policies. Communicate effectively with supervisors, coworkers, and the general public, and follow verbal and written instructions related to work assignments and operational needs.
Other Responsibilities	Cross-train in other Facilities Budget & Accounting tasks to act in a back-up role as needed. Other duties as assigned.

Qualifications

Minimum Experience/Education	High School Diploma or equivalency and one year of experience in accounting work; or equivalent combination of training and experience.
Preferred Qualifications	Experience in accounts payable, invoice processing, or financial operations Familiarity with accounting software and ERP systems Strong attention to detail, organization, and analytical skills Knowledge of state procurement laws and university financial policies Proficiency with spreadsheets, reporting tools, and financial management systems
Required License or Certification	N/A
Valid NC Driver's License required	No
Commercial Driver's License Required?	No

Recruitment Dates and Special Instructions

Job Open Date	10/15/2026
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)	10/21/2026
Notice to Applicants	Please note that the work history on your resume, must also be included in your application.
Special Instructions	Please include as attachments a resume/CV and contact information for at least 3 professional references. This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Position Details

Position Number	00112352
Position Type	SHRA
Position Classification Band Title	Accounting Technician
Position Classification Band Level	Advanced
Position Classification Salary Range	$ 33,540 - $ 63,478
Salary Grade Equivalency	NC07
Alternate Option	If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)	1.00
Appointment	12 Month Recurring
Mandatory Designation - Adverse Weather	Mandatory - Adverse Weather
Mandatory Designation - Emergency Events	Mandatory - Fire/Explosions, Mandatory - Medical Emergencies, Mandatory - Hazardous Material Incidents, Mandatory - Transportation Accidents, Mandatory - Evacuations/Natural Hazards, Mandatory - Utilities/Infrastructure Failure, Mandatory - Threats of Violence/Terrorism/Interpersonal Emergencies
Time Limited Position	No
Time-Limited Appointment Length (if applicable)
Department Id	447030 - Budget and Accounting
EEO	NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected]. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit. NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you learn of this opportunity?
   • NCSU Website
   • NCSU Executive Search Services
   • Monster.com
   • CareerBuilder.com
   • InsideHigherEd.com
   • Other Online Job Board
   • Carolina Job Finder / Employment Guide
   • Job / Career Fair
   • The Chronicle of Higher Education
   • HERC
   • Professional Journal
   • Print Advertisement (Newspaper / Periodical)
   • Professional Organization
   • Direct Contact from NCSU HR Representative / Recruiter
   • NCSU Employee Referral
   • Social Media (LinkedIn, Twitter, Facebook, Other)
   • Other
2. If you learned about this vacancy from "other source" or "other website", please provide the source.

   (Open Ended Question)

3. * Please describe your experience processing invoices, purchase orders, accounts payable transactions, or other financial transactions. Include the types of transactions you have handled, the systems or software you used, and your level of responsibility for reviewing or resolving discrepancies.

   (Open Ended Question)

Application Materials Required

Required Documents

1. Resume
2. Contact Information for References

Optional Documents

1. Cover Letter