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ADMINISTRATIVE SPECIALIST II

Recruitment #26-001756-0049

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Introduction



 
When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.
 
We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind. 

GRADE

STD0011

LOCATION OF POSITION

Kent County Department of Social Services

Local General Administration 

350 High Street

Chestertown, MD 21620

Main Purpose of Job

To assist and support the Finance Officer and the Assistant Director of Administrative Services by performing a variety of administrative, fiscal and procurement duties. Responsible for coordinating the Agency’s assets (furniture and equipment), performs general accounting and fiscal functions, reconciles agency overpayment records, assists in tracking budgets and purchases all inventory and supplies using the agency corporate purchasing card. This position works independently and receives general supervision from the Finance Officer and/or the Assistant Director of Administrative Services. 

POSITION DUTIES

  • Accounting & Financial Processing: Process transactions, invoices, vouchers, journal entries, and receipts across State financial systems (Financial Management Information System (FMIS), D365, CJAMS, Eligibility and Enrollment (E&E) and assist with year-end close. 
  • Budget Monitoring & Reporting: Track program funding and expenditures, monitor accounts to prevent deficits, and manage OHEP financial reporting and tracking. 
  • Overpayments & Collections Management: Research, verify, and reconcile monthly overpayment, receipt, and CCU discrepancy reports. Post receipts, track customer balances, and complete debt adjustments or referrals to the Central Collections Unit. 
  • Inventory Management: Coordinate, track, monitor, and record all local agency physical assets (furniture and equipment) in compliance with internal controls. Maintain and routinely update database files, request asset tags, reconcile inventory discrepancies, report lost or stolen items, submit disposal requests, assign sensitive equipment, and conduct the annual agency physical inventory review by June 30. 
  • Records Management: Maintain comprehensive physical and electronic filing systems for all Administrative Division correspondence, reports, paid agency invoices, corporate purchasing card (CPC) statements, purchase order documents, D365/FMIS journals, and vendor W-9 forms. Ensure documents are organized, indexed, archived, and readily retrievable according to agency retention policies and confidentiality standards. 
  • Procurement: Requisitions and Purchasing, receiving, and record keeping. 

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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

Experience: One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

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.

  • One year of experience tracking expenditures using Microsoft Office and Google Sheets.
  • One year of experience with requisitions and purchasing of goods and services. 
  • Six months of experience with at least one of the following state systems: Eligibility & Enrollment (E&E), Financial Management Information System (FMIS), D365, and/or Child Juvenile Adult Management System (CJAMS).

LIMITATIONS ON SELECTION

This recruitment is limited to candidates willing to work in Kent County, MD.

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

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. 

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You may be asked to complete a supplemental questionnaire.  The supplemental questionnaire may be used as part of the rating process.  Therefore, it is important that you provide complete and accurate information on your application.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.   

BENEFITS

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS:  STATE OF MARYLAND BENEFITS

• Personal Leave- new State employees are awarded six (6) personnel days annually (prorated based on start date). 
• Annual Leave – ten (10) days of accumulated annual leave per year.
• Sick Leave – fifteen (15) days of accumulated sick leave per year.
• Parental Leave – up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
• Holidays – State employees also celebrate at least twelve (12) holiday per year.
• Pension – State employees earn credits towards a retirement pension.
• Positions may be eligible for telework.

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplement questionnaire to: Attention: Cynthia McMillian, Department of Human Services, Examination Services Unit, 25 S. Charles Street, Room 1116-F, Baltimore, MD 21201.

Or email cynthia.mcmillian@maryland.gov.; voice 410-767-7199.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov. 

Do not submit unsolicited documentation. Resumes should not be viewed for a completed state application. 

TTY Users: call via Maryland Relay.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.

We thank our Veterans for their service to our country and encouraged them to apply. 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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