FISCAL ADMINISTRATIVE SPECIALIST (ADMINISTRATIVE OFFICER III)

Introduction

The Maryland Department of Veterans and Military Families (DVMF) was created by the State Legislature in 1999 as an executive agency with the mission of assisting veterans, active duty service members, their families and dependents, in securing benefits earned through military service.

Under the Department of Veterans and Military Families are five major programs:Â

Service and Benefits ProgramÂ

Charlotte Hall Veterans Home

Cemetery and Memorial ProgramÂ

Communications, Outreach, & Advocacy Programâs Â

Maryland Veterans Trust Fund

GRADE

15

LOCATION OF POSITION

16 Francis Street

Annapolis, MD 21401

POSITION DUTIES

The primary purpose of the position is to perform professional fiscal, procurement reporting, and administrative compliance operations for the Department of Veterans and Military Families. This position fills a critical internal control role within a three-person fiscal unit.

• TIMEKEEPING (Essential) Workday Timekeeper (Primary): Serves as the designated secondary processor to the Admin Officer II for troubleshooting, verifying, and inputting employee time, leave requests, retroactive payroll adjustments, and leave bank allocations in Workday. All entries generated by this position route exclusively to the Timekeeper Approver and/or backup Timekeeper Approver for final sign-off.
• ACCOUNTING & FINANCE SUPPORT (Essential) Accounts Payable Specialist (Backup): Serves as backup to the primary accounts payable specialist. As required, duties include reviewing vendor invoices for adequate internal approval, coding invoices with appropriate accounting information, entering vendor invoices into the Stateâs financial accounting system, and researching vendor complaints or overdue invoices. RSTARS & Deposit Approver (Backup): Serves as the designated backup to the Director of Finance and Administration for final system approval and release of bank deposit transactions and RSTARS journal entries initiated by the Admin Officer II.  Corporate Purchasing Card (CPC) Fiscal Reviewer: Reviews all monthly credit card spending reports for accuracy and completeness.Â
• ADMINISTRATIVE OPERATIONS & RECORDS MANAGEMENT (Essential) Agency Records Officer: Serves as the designated Document Retention Policy Coordinator for the entire agency. Researches and updates the Maryland State Archives (MSA)approved document retention schedules, formats amendments for Department of General Services (DGS) approval, and audits regional facilities to ensure compliance with digital archiving and secure physical shredding cycles. Fleet Records Administration: Manages agency fleet operational compliance tracking. Compiles and analyzes data for the annual DBM Fleet 10,000-mile usage report, manages WebFleetmaster ledger updates, coordinates vehicle registrations, and secures insurance and maintenance credentials.Â
• ADMINISTRATIVE OPERATIONS & RECORDS MANAGEMENT (Essential)Â Agency Records Officer: Serves as the designated Document Retention Policy Coordinator for the entire agency. Researches and updates the Maryland State Archives (MSA)approved document retention schedules, formats amendments for Department of General Services (DGS) approval, and audits regional facilities to ensure compliance with digital archiving and secure physical shredding cycles.Â
• Other Duties as AssignedÂ

MINIMUM QUALIFICATIONS

Education:Â Â Â Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Three years of administrative staff or professional work.

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.Â

2. Candidates may substitute the possession of a Bachelor''s degree from a college or university for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience. Â

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

1. At least one yearâs hands-on Workday experience in timekeeping or a similar role.

2. At least one yearâs hands-on experience with processing accounts payable for a government or business entity.

3. At least one-year hands-on experience with the State''s minority business enterprise (MBE) and other inclusive procurement initiatives supporting veteran businesses, small businesses, etc.

4. At least 6 monthsâ hands-on experience developing or administering a policy for the record retention of an entity''s records, including storage requirements and length of time to retain prior to discarding records.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operatorâs license valid in the State of Maryland.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State''s diversity.