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Fiscal and Administrative Associate

ADMINISTRATOR I

Recruitment #26-007688-0001

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Introduction

The Fiscal and Administrative Associate provides fiscal, asset management, and administrative support for agency operations. Responsible for inventory control, asset tracking, recordkeeping, payroll allocations, cellular device management, and report distribution. Ensures the accuracy of inventory and financial records, maintains compliance with agency policies and procedures, and supports procurement and MBE functions as needed.

To apply, please submit your resume to Lili Zimmerman at gofa.personnel@maryland.gov by the deadline, July 23, 2026 at 11:59PM ET. The subject line should read: YOUR NAME – Fiscal and Administrative Associate

GRADE

16

LOCATION OF POSITION

1 Church Circle, Annapolis, MD 21401

POSITION DUTIES

General Purpose: The Fiscal and Administrative Associate is responsible for coordinating and maintaining the agency's inventory control, asset management, fiscal recordkeeping, and administrative operations. This position oversees physical inventory activities, asset tracking and barcoding, inventory documentation, cellular device inventory management, payroll allocation processing, report distribution, and a variety of fiscal and administrative functions. The incumbent ensures the accuracy and integrity of inventory and financial records, maintains compliance with agency policies, procedures, and applicable State regulations, and serves as a backup for procurement and Minority Business Enterprise (MBE) activities. In addition, the incumbent serves as the lead administrator for the agency's Corporate Purchasing Card (CPC) Program, ensuring compliance with State policies, agency procedures, and internal controls. This position requires strong organizational, analytical, and customer service skills, as well as the ability to manage multiple priorities, maintain accurate records, and support efficient agency operations in a fast-paced environment.

Responsibilities: 
  • Inventory Management and Property Control  
    • Oversee inventory control, fixed asset management, and surplus property activities in compliance with State regulations and Department of General Services requirements. Responsible for maintaining accurate inventory records, conducting physical inventories, coordinating asset reporting and reconciliations, managing surplus and disposal processes, investigating missing or damaged property, and ensuring audit readiness through comprehensive documentation and recordkeeping. 
  • Corporate Purchasing Card (CPC) Administration 
    • Oversee purchasing card administration, transaction monitoring, reconciliation, and recordkeeping. Ensures compliance with State policies and agency procedures, maintains supporting documentation, resolves discrepancies, and supports audits, reporting requirements, and cardholder compliance activities. 
  • Procurement and Fiscal Support 
    • Provides procurement, fiscal, and administrative support by assisting with purchasing activities, vendor quotations, purchase orders, and office supply procurement. Maintains procurement and payroll allocation records, supports MBE reporting activities, ensures compliance with documentation requirements, and prepares and distributes operational, administrative, and financial reports. Serves as backup to key procurement and reporting functions to support continuity of agency operations. 
  • Administrative and Operational Support 
    • Managing mail operations, handling incoming telephone communications, and serving as the agency Cell Phone Coordinator. Maintains cellular device inventories, processes service requests, tracks device assignments, monitors utilization, and supports daily office operations. 
  • Perform other administrative, fiscal, and operational support duties as assigned.

MINIMUM QUALIFICATIONS

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

Experience: Four 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 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. 
  5. 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 operator’s license valid in the State of Maryland.

DESIRED OR PREFERRED QUALIFICATIONS

  1. At least 1 year of fiscal, procurement, inventory, or reconciliation experience or similar role. 
  2. Excellent written and verbal communication skills 
  3. Ability to maintain confidentiality and discretion in all matters 
  4. Proficiency in Microsoft Office and other office software 
  5. Flexibility to work outside of regular business hours, as needed 
  6. Ability to lift 50 pounds

BENEFITS

FURTHER INSTRUCTIONS

To apply, please submit your resume to Lili Zimmerman at gofa.personnel@maryland.gov by the deadline, July 23, 2026 at 11:59PM ET. The subject line should read: YOUR NAME – Fiscal and Administrative Associate

The State of Maryland is committed to diversity among its staff, and recognizes that its continued success requires the highest commitment to obtaining and retaining a diverse staff that provides the best quality services to supporters and constituents. The State of Maryland is an equal opportunity employer and it is our policy to recruit, hire, train, promote and administer any and all personnel actions without regard to sex, race, age, color, creed, national origin, religion, economic status, sexual orientation, veteran status, gender identity or expression, ethnic identity or disability, or any other legally protected basis. The State of Maryland is committed to providing reasonable accommodations to individuals with disabilities in the hiring process and on the job, as required by applicable law. The State of Maryland will not tolerate any unlawful discrimination and any such conduct is strictly prohibited.



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