Fiscal Administrative Specialist Administrative Officer Iii

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: 15

Location:

16 Francis Street, Annapolis, MD 21401

The primary purpose of the position is to perform professional fiscal, procurement reporting, and administrative compliance operations for the Department of Veterans and Military Families. This position fills a critical internal control role within a three-person fiscal unit.

• TIMEKEEPING (Essential) Workday Timekeeper (Primary):
  Serves as the designated secondary processor to the Admin Officer II for troubleshooting, verifying, and inputting employee time, leave requests, retroactive payroll adjustments, and leave bank allocations in Workday. All entries generated by this position route exclusively to the Timekeeper Approver and/or backup Timekeeper Approver for final sign‑off.
• ACCOUNTING & FINANCE SUPPORT (Essential) Accounts Payable Specialist (Backup):
  Serves as backup to the primary accounts payable specialist. Duties include reviewing vendor invoices for adequate internal approval, coding invoices with appropriate accounting information, entering vendor invoices into the State’s financial accounting system, and researching vendor complaints or overdue invoices. R
  * STARS & Deposit Approver (Backup):
  Serves as the designated backup to the Director of Finance and Administration for final system approval and release of bank deposit transactions and R
  * STARS journal entries initiated by the Admin Officer II.
  Corporate Purchasing Card (CPC) Fiscal Reviewer
  :
  Reviews all monthly credit card spending reports for accuracy and completeness.
• ADMINISTRATIVE OPERATIONS & RECORDS MANAGEMENT (Essential) Agency Records Officer
  :
  Serves as the designated Document Retention Policy Coordinator for the entire agency. Researches and updates the Maryland State Archives (MSA) approved document retention schedules, formats amendments for Department of General Services (DGS) approval, and audits regional facilities to ensure compliance with digital archiving and secure physical shredding cycles.
  Fleet Records Administration
  :
  Manages agency fleet operational compliance tracking, compiles and analyzes data for the annual DBM Fleet 10,000‑mile usage report, manages Web Fleetmaster ledger updates, coordinates vehicle registrations, and secures insurance and maintenance credentials.
• ADMINISTRATIVE OPERATIONS & RECORDS MANAGEMENT (Essential) Agency Records Officer
  :
  Serves as the designated Document Retention Policy Coordinator for the entire agency. Researches and updates the Maryland State Archives (MSA) approved document retention schedules, formats amendments for Department of General Services (DGS) approval, and audits regional facilities to ensure compliance with digital archiving and secure physical shredding cycles.
• Other Duties as Assigned

• Education:
  
  Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience:
  
  Three years of administrative staff or professional work.

• Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the 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.