ADMINISTRATIVE OFFICER I

1800 Washington Boulevard, Ste. 330 

Baltimore, Maryland 21230

• Monitor, review, and prepare invoices and expenses to be approved by the Operations Supervisor and/or Facilities Director for telecommunications, vehicles, furniture, postage, electricity, supplies and materials, and general operations (office and equipment maintenance and rentals.  
• Contact vendor for any discrepancies or questionable charges.  
• Work with the finance department to adjusts any incorrect postings and coding errors to the budget, and provide the correct agency object code to be charged. 
• Attend weekly meetings with the Procurement and Budget Department. 
• Provide department director a copy of the reconciled budget report with year-to-date expenses, outstanding payments, and available department budget balance.   
• Create and maintain database and spreadsheet of division invoices, corporate card, and purchase orders.    
• Process orders for the agency’s needs through Equip inventory system.   
• Review department procurement requests for all department purchases ensuring that they have the correct budget codes and correct and filed accordingly.   
• Manage the check stock and spreadsheet of checks issued to Customer Resource Center Claims office and Finance Division for Lottery winners, and the agency’s working fund.  
• Manage the signed documentation of checks issued to managers/supervisors of requesting department.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate. Experience: One year of administrative staff or professional work. 

Notes: 

1. Candidates may substitute 30 college 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 commissioned officer involving staff work that included 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.

1. One year of experience with invoice processing and vendor management. 

2. Two years of experience utilizing office software programs, including Microsoft Office, and spreadsheets using Microsoft Excel. 

3. Strong communication, problem solving, and organizational skill. 

4. Attention to detail and accuracy in data entry.