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Financial and Grants Operations Specialist

Administrator III

Recruitment #26-002588-0020

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Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

18

LOCATION OF POSITION

Maryland Center for School Safety
7125 Ambassador Road, Suite 130
Baltimore, MD 21244

Hybrid schedule available

Main Purpose of Job

The Maryland Center for School Safety (MCSS) serves as an independent unit of the Maryland State Department of Education. The MCSS was established in 2013 to provide a coordinated and comprehensive approach to school safety in Maryland. In 2018, the Governor and General Assembly worked together to enact comprehensive school safety legislation (Safe to Learn Act 2018) to ensure Maryland continues to be a leader in school safety initiatives.

To promote and enhance safer school communities, MCSS collaborates with students, parents, educators, mental and behavioral health practitioners, law enforcement, and crime prevention practitioners, with a particular focus on the physical and emotional well-being of Maryland students.  

This position is responsible for supporting the agency’s fiscal operations in various ways, including budget analysis, procurement, accounting functions (such as accounts payable and in some cases, accounts receivable), corporate credit card services, and reconciling agency revenues and expenses. This position is responsible for vendor management services such as creating/updating vendor profiles in the State Financial Accounting System (FMIS) as required. This position also works closely with the Director of Administration on budget development and budget submission to the Department of Budget and Management (DBM). This position assists in the resolution of fiscal issues or inquiries identified by the Director of Administration or program staff. 

This position is also responsible for supporting the agency’s grants administration by providing oversight of the financial aspects of the grants life cycle, including reviewing and processing Notification of Grant Awards (NOGA) and any grant modification requests, processing and submitting grant invoices for payment, monitoring grant expenditures to ensure funds are spent in accordance with the approved budget and funder's guidelines, reviewing quarterly and final reports for compliance with grant specifications and performance standards. 

This position provides ongoing technical assistance to grant applicants and recipients regarding compliance. This position involves preparing grant application requirements and guidelines, including the groundwork for required documents and forms. This position works with the agency’s grant unit to maintain and track all grant documents and reports for audit and compliance purposes. 

Finally, this position helps implement program-based and fiscal-based tasks that could result from new legislations, regulations, or agency initiatives.

POSITION DUTIES


  • Supports the Fiscal Unit in performing various functions related to Accounts Payable, Procurement, Budget Preparation and Analysis, and other Accounting functions.
  • Researches expenditures, encumbrances, invoices, grant payments, and other fiscal matters as requested by Management, Admin and Grants staff. 
  • Reviews expenditure data entered by the MSDE Office of Accounting to ensure accuracy of data in the State’s Financial Management Information System (FMIS) for the agency’s grant programs and operations. 
  • Assists in the agency’s budget preparation, submission and helps develop responses to DBM and DLS.
  • Maintains current and working knowledge of procurement laws, codes, policies, procedures and objectives. 
  • Enters vendor information in the State Financial Accounting System (FMIS) as required. 
  • Reviews the financial aspects of the grants life cycle, including reviewing and processing Notification of Grant Awards (NOGA) and any grant modification requests;
  • Develop, prepare and maintain automated and manual record keeping systems for vendors, procurement records, contract correspondence and associated reports.
  • Monitor grant expenditures to ensure funds are spent in accordance with the approved budget
  • and program guidelines.
  • Review quarterly and final reports for compliance with grant specifications and performance
  • standards.
  • Works closely with executive management to achieve outcomes based on agency goals and
  • objectives.
  • Prepare grant application requirements and guidelines, including the groundwork for required
  • documents and forms.
  • Maintain and track all grant documents and reports for audit and compliance purposes.

MINIMUM QUALIFICATIONS

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

Experience: Six 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 four years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and two years of experience in administrative staff or professional work for the required experience.

3. Candidates may substitute the possession of a Master's degree from an accredited college or university for the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications. 

 Qualified candidates must have experience using the State of Maryland's Financial Management Information System (FMIS).

DESIRED OR PREFERRED QUALIFICATIONS

1. At least two (2) years of Budget Analysis and Reporting System (BARS) user experience.
2. At least two (2) years of experience in State of Maryland Procurement Services.
3. One or more years of experience developing and writing Request for Proposals (RFPs).
4. One or more years of experience in Grant Management.
5. One or more years of experience using Smartsheet project management software.

LIMITATIONS ON SELECTION

This will be posted internally for current state workers only.

SPECIAL REQUIREMENTS

Applicants must consent to a State Police Investigation (fingerprinting) as a routine procedure for all employees with this Agency.

Employees in this classification are subject to Substance Abuse Testing in accordance withCode of Maryland Regulation 17.04.09, Testing for Illegal Use of Drugs.

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.

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

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

FURTHER INSTRUCTIONS

It is preferred that applicants complete the MD State Government online application for employment. The application must clearly demonstrate that the applicant meets the minimum qualifications for the position. If you are unable to apply online, paper applications can be obtained from the link below and be faxed to 410-554-9397 or mailed to MSDE Human Resources Branch, 200 W. Baltimore Street, Baltimore, MD 21201. If there is a supplemental questionnaire, this must be completed and sent in with your paper application, if you are unable to apply online.

All application materials must be received in our office by the closing date. Postmarks will not be accepted. Applications must be complete to be considered including all related job duties, even if those are also listed on an attached resume. Additional required materials may be uploaded with the online application, submitted to the fax number, or mailed to the Human Resources address listed above.

Inquiries can be made to 410-767-0012, TDD 410-333-3045. Appropriate accommodations can be made for individuals with disabilities.

If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850. TTY Users: Call via Maryland Relay.

Proof of eligibility to work is required in compliance with the Immigration Reform and Control Act. Any misrepresentation of academic or experience requirements for this position may result in non-selection or termination of employment.

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.



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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