Fiscal and Administrative Associate Administrator

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.

16

1 Church Circle, Annapolis, MD 21401

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.

• 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.

• High school diploma or equivalent.
• Four years of administrative staff or professional work experience.
• Experience may be substituted with 30 college credit hours for each year up to four years of the required experience, a bachelor’s degree, a master’s degree, or U.S. Armed Forces military service experience as a commissioned officer involving staff work related to administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations.
• Employees may be required to operate a motor vehicle and must possess a valid state motor vehicle operator’s license if assigned such duties.

• 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…