Fiscal and Administrative Associate Administrator

GRADE: 16

LOCATION OF POSITION: 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.

• 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, reporting requirements, and cardholder compliance activities.
• Procurement and Fiscal Support
  • Provide procurement, fiscal, and administrative support by assisting 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 to support continuity of agency operations.
• Administrative and Operational Support
  • Manage mail operations, handle incoming telephone communications, and serve as the agency Cellular 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.

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Four years of administrative staff or professional work.
• Substitutions: up to four years of experience may be substituted by 30 college credit hours from an accredited college or university per year.
• Substitution may also be made by a Bachelor's degree from an accredited institution.
• Substitution may also be made by a Master's degree from an accredited institution.
• Substitution may be made by United States 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.
• Employees assigned duties requiring operation of a motor vehicle must possess a valid Maryland motor vehicle operator’s license.

• At least one 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 regular business hours, as needed.
• Ability to lift 50 pounds.

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.