Fiscal and Administrative Associate; Administrator

Job Overview

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

General

Purpose:

The Fiscal and Administrative Associate coordinates and maintains the agency's inventory control, asset management, fiscal recordkeeping, and administrative operations. The role 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 accuracy and integrity of records, maintains compliance with policies and 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.

• 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. Maintain accurate inventory records, conduct physical inventories, coordinate asset reporting and reconciliations, manage surplus and disposal processes, investigate missing or damaged property, and ensure audit readiness through comprehensive documentation and recordkeeping.
• Corporate Purchasing Card (CPC) Administration – Oversee purchasing card administration, transaction monitoring, reconciliation, and recordkeeping; ensure compliance with State policies and agency procedures, maintain supporting documentation, resolve discrepancies, and support audits and reporting requirements.
• Procurement and Fiscal Support – Assist with purchasing activities, vendor quotations, purchase orders, and office supply procurement. Maintain procurement and payroll allocation records, support MBE reporting activities, ensure compliance with documentation requirements, and prepare and distribute operational, administrative, and financial reports. Serve as backup to key procurement and reporting functions.
• Administrative and Operational Support – Manage mail operations, handle incoming telephone communications, and serve as the agency Cell Phone Coordinator. Maintain cellular device inventories, process service requests, track device assignments, monitor utilization, and support daily office operations.
• Perform other administrative, fiscal, and operational support duties as assigned.

• 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:
Candidates may substitute 30 college credit hours from an accredited college or university for each year up to four years of the required experience. Candidates may substitute a Bachelor’s degree, a Master’s degree, or U.S. Armed Forces military service experience as a commissioned officer with staff work related to administration of rules, regulations, policy, procedures and processes, or overseeing unit operations, or functioning as a staff assistant to a higher ranking commissioned officer on a year‑for‑year basis for the required experience.

Employees in this classification may be assigned duties that require the operation of a motor vehicle and will be required to possess a valid motor vehicle operator’s license in the State of Maryland.

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

State of Maryland benefits.

The State of Maryland is an equal‑opportunity employer and is committed to recruiting, hiring, training, promoting and administering 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 unlawful discrimination and prohibits such conduct.