Fiscal Accounts Clerk Ii

This is an INTERNAL RECRUITMENT FOR MARYLAND STATE POLICE EMPLOYEES ONLY (Permanent, Contractual, Temporary).

ASTD
10

Maryland State Police Finance Division 1201 Reisterstown Road Pikesville, MD 21208

The incumbent prints and dates stamps invoices & approvals from emails & USDA mail received from vendors and/or agency locations. Ensure the information on the invoices are correct and ready to be processed by Accounts Payable staff. If no approvals have been received, scans & sends invoices to appropriate locations for approvals; if no response for approval requests is received within 48 hours, another request is sent & copy immediate supervisor & manager and/or escalates to next level;

monitors and responds to questions in the default accounts payable email; checks to see if receiving has been logged into FMIS, if so, prints & attaches to invoice; determines if an invoice is a voucher or direct & places in appropriate file by date stamped order for processing. Update and maintain contact list for all invoice approvers. This position also researches discrepancies and past due account balances on invoices and takes the necessary corrective actions to resolve issues as they arise.

In addition, the incumbent communicates with both internal and external customers regarding invoices and/or delinquent accounts.

Emails & Incoming mail
- The incumbent prints and date stamps invoices & approvals from emails & USPS mail received from vendors and/or agency locations. Ensure the information on the invoices are correct and ready to be processed by Accounts Payable staff. If no approvals have been received, scans & sends invoices to appropriate locations for approvals; if no response for approval requests is received within 48 hours, another request is sent & copy immediate supervisor & manager and/or escalates to next level;

monitors and responds to questions in the default accounts payable email; checks to see if receiving has been logged into FMIS, if so, prints & attaches to invoice; determines if an invoice is a voucher or direct & places in appropriate file by date stamped order for processing.

Back-Up Invoice Processing
- The incumbent processes and posts in MIS invoices received by the Department for payment. This involves reviewing and verifying source documents such as bills, receipts, invoices, purchase orders, vouchers, approvals, etc. Timeliness and accuracy in processing are paramount to ensure the Unit is adhering to the Comptroller's required 25-day processing timeframe.

The incumbent researches discrepancies and works to correct errors and issues with prior account balances. This involves examining original source documents and posted transactions in FMIS. The incumbent ensures appropriate corrective measures are taken to balance accounts and works with vendors, other Division personnel, Quartermaster, and end-users to resolve outstanding issues. Corrections to transactions in FMIS are also completed as necessary.

The incumbent may be directed to provide assistance to other units within the Finance Division or Strategic Planning Command and other duties, as assigned. This assistance will be at the discretion of the Finance Director, Director of Strategic Planning Command, or his designee.

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.

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