FISCAL ACCOUNTS CLERK II

This position is responsible for reviewing, initiating and processing to completion, all fiscal and administrative work for the Central Service Division of the Maryland Department of Agriculture. Central Services includes the Office of Procurement and Contract Services, Fleet Management, Automotive Services, and Buildings and Grounds Maintenance.

Manage all invoices for Unit 11. Review all invoices for accuracy. Verify quantity of items purchased against receiving reports. Compare invoices with Purchase Orders or contracts. Complete a coding slip for every invoice with detailed, accurate information using appropriate coding structure, and attaches the appropriate supporting documentation to the invoice and coding slip. Ensure invoices and coding slips are completed accurately and in a timely manner. Route invoices to Fiscal Service for processing in a timely manner and follows up with Fiscal Services if necessary.

Lead purchaser for Administrative Services. Holds a corporate purchasing card to procure office supplies, janitorial supplies and other goods and services for the Unit. Perform data entry, keying information into the State’s Financial Management Information System (FMIS) in order to procure certain goods and services for the Unit. Proactively tracks contracts for Unit 11 and maintains record files. Perform these duties in conformance with the State’s Procurement laws, regulations, and policies.

Manage all mail for Central Services, sorts and routes to appropriate staff. Review the Automotive Services work orders and determine the correct program to reconcile charges.  Manage the copiers and meter readings for copiers in Administrative Services. Assist the Inventory Control Officer by identifying purchased assets that need to be tagged with a barcode and entered into the fixed asset database. Assist with completion of the annual fixed asset physical inventory. Assist in the preparation of annual reports such as MBE and Green Purchasing reports.

Assist with preparing monthly reports and reconciliation of the use of Central Services’ pool vehicles. Assist with the receiving, picking up, and sorting of incoming mail and packages. Assists with use of the postage machine. Assist with answering the loading dock door when deliveries are being made. Serve as back up support coverage at the front reception desk. General administrative support for Central Services and Unit 11, and any other duties as assigned.

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

Experience: Two years of experience reviewing, verifying, recording, adjusting and balancing financial transactions.

Notes:

1. Experience calculating and recording financial, statistical or other numerical data may be substituted on a year-for-year basis for the required high school education.

2. Six credit hours in accounting from an accredited college or university may be substituted for one year of the required experience.

3. A minimum of five courses or six months of accounting-related training in a vocational training program in subjects such as journalizing transactions, analyzing transactions into debits and credits, posting to a general ledger, payroll, bank reconciliations, accounts payable, and accounts receivable may be substituted for one year of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience in Financial Clerical/Finance Technicians classifications or specialty codes in the financial field of work at a rate of one year of military experience for the required experience.

Experience in Accounts Payable process with State of Maryland’s Financial Management System (FMIS).

Experience in Accounts Payable and/or Accounts Receivable process into a database system such as Oracle, People Soft Financials, Access, and/or Excel.

Experience in reviewing invoices for payment, expense accounts for reimbursement and preparing daily deposit.

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training, and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application.  Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.  The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

Please report on all related education, experience, dates, and hours of work. Clearly indicate your college degree, transcript, and major on your application, if applicable. 

For education obtained outside of the U.S., you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service. If you possess a degree obtained outside of the United States, please submit a detailed, course-by-course evaluation report from one of the U.S. equivalences evaluating members identified at http://www.naces.org/members.html.  Any job offer will be contingent on the candidate providing an official evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). 

Complete applications must be submitted by the closing date. Information submitted after this date will not be added.  Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.  

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 on all experience and education that is related to this position.

STATE OF MARYLAND BENEFITS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Maryland Department of Agriculture, Human Resource Office - Room 304, 50 Harry S. Truman Parkway, Annapolis, MD  21401. All paper applications must be received by 4:30 PM on the closing date, no exceptions.  (Postmarks not accepted.) Resumes will NOT be accepted in lieu of completing the online or paper application.

It is important that all experiences be fully documented. Failure to ANSWER ALL SUPPLEMENTAL QUESTIONS SPECIFICALLY AND ACCURATELY may cause the candidate to be rejected.

PLEASE FILL OUT THE APPLICATION COMPLETELY.

➢ The application is part of the examination process. Your answers will determine your eligibility to participate in the next phase of the selection process.

➢ Clearly describe your qualifications in detail. Credit cannot be given for education, training, experience, knowledge, skills, and abilities that you fail to indicate.

➢ Do not leave any answer spaces blank; if a question does not apply, write "N/A".

➢ Although you may attach a resume to further describe your qualification, it does not substitute for completing the application form. An incomplete application form may result in disqualification. Do NOT write "see resume" in your work history or responses to supplemental questions.

➢ Failure to comply with these instructions may result in disqualification.

➢ Read the Job Announcement carefully for specific filing instructions, supplemental questions, and final filing dates. 

If you are submitting additional information, such as diplomas or transcripts, the preferred method is to upload them online with your application.  If you are unable to upload, you may mail, hand-deliver or fax (HR Fax # 443-602-9831).

For questions concerning this recruitment, please contact: Stacey Summers 410-841-5840 or mda.humanresources@maryland.gov.  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.