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PROCUREMENT AND FISCAL SUPPORT OFFICER

ADMINISTRATIVE OFFICER I

Recruitment #25-002711-0035

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Introduction

The Maryland Department of Veterans and Military Families (DVMF) was created by the State Legislature in 1999 as an executive agency with the mission of assisting veterans, active duty service members, their families and dependents, in securing benefits earned through military service.

Under the Department of Veterans and Military Families are five major programs:

  • Service and Benefits Program
  • Charlotte Hall Veterans Home
  • Cemetery and Memorial Program
  • Communications, Outreach, & Advocacy Program’s 
  • Maryland Veterans Trust Fund 

GRADE

13

LOCATION OF POSITION

16 Francis Street
Annapolis, Maryland 21401

POSITION DUTIES

The primary purpose of the Procurement and Fiscal Support Officer is to advance the Department’s mission to veterans and military families by providing administrative support to the Department procurement team, including the development and submission of mandatory preferred provider reporting; backing up key fiscal unit functions during times of staff absence, leave or non-availability; overseeing implementation of the Department’s document retention schedule; and performing additional support functions as required or directed.

Position duties include but are not limited to:

PROCUREMENT & LOGISTICS-RELATED DUTIES: 
  • Complete and submit mandated procurement reporting for Minority Business Enterprise (MBE), Veterans Small Business Enterprise(VSBE), Small Business Reserve (SBR), and other preferred vendors. 
  • Assist Director of Procurement and Logistics by reconciling purchase orders to charges incurred and participating in simple procurement transactions.
  • Order office supplies for the Agency’s headquarters office in Annapolis, making appropriate use of preferred providers.
  • Record, track and analyze Department purchasing card (credit card)expenditures and assist with credit card recordkeeping process.
  • Manage the Department’s mobile phone inventory, to include orders, upgrades, and tracking.
  • Assist with auditing of Department’s inventory efforts.

OTHER FISCAL UNIT DUTIES
  • Verify and log banking deposit entries made by the Accounts Receivable specialist.
  • Under the guidance of the Director of Finance and Administration oversee implementation of the Department’s document retention schedule in coordination with Agency Program Directors. 
  • Review the retention schedule biannually and propose additions and revisions.'
  • Complete the Department’s annual Managing for Results budget submission documentation, following the guidance of the Department of Budget and Management (DBM) and coordinating with Program Directors.
  • Review, verify, format and submit annual Charlotte Hall Gifts and Grants report. 
  • Coordinate the Secretary’s acceptance (via signature)of large gifts and grants, and the submission of said acceptances to DBM.
  • Assist with DLS Fiscal Note coordination.

FISCAL TEAM BACKUP DUTIES
  • Back up the Agency Timekeeper to perform agency-wide employee timekeeping support services in the absence or non-availability of the Agency Timekeeper.
  • Back up the Accounts Payable specialist by reviewing, entering and processing vendor invoices in the absence or non-availability of the Accounts Payable specialist.
  • Back up the Accounts Receivable specialist by reviewing and entering banking deposit transactions in the absence or non-availability of the Accounts Receivable specialist.
  • Back up the Director of Finance and Administration for the approval of cash receipt, general journal and other system-based transactions ,as required.
  • Back up the Accountant for the creation and submission of cash receipt, general journal and other system-based transactions, as required.

Perform other fiscal and administrative duties as directed.

MINIMUM QUALIFICATIONS

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.

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.

  • State experience completing, reconciling and submitting mandatory procurement reporting for minority and veteran procurement
  • Accounts payable and accounts receivable experience. 

LICENSES, REGISTRATIONS AND CERTIFICATIONS

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.

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.

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

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201.

Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

Resumes will not be accepted in lieu of completing the online or paper application.  

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258. 

We thank our Veterans for their service to our country. 

People with disabilities and bilingual candidates are encouraged to apply. 

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.



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