Introduction
The Maryland Department of Human Services (DHS) is the state’s primary social service provider, serving over one million Marylanders annually. The Department, through its 24 local departments of social services, aggressively pursues opportunities to assist people in economic need, provide preventive services, and protect vulnerable children and adults in each of Maryland’s 23 counties and Baltimore City. DHS works in every community in Maryland to positively impact the lives of Marylanders.
GRADE
ASTD12
LOCATION OF POSITION
Department of Human Services
Division of Budget and Personnel
311 W. Saratoga Street
Baltimore, Maryland 21201
Main Purpose of Job
This position processes various types of invoices including but not limited to direct pay vouchers, payments against purchase orders and interdepartmental payments. This position may prepare salary or travel advance checks. This position ensures that all invoices are received and processed in a timely manner. This position may also be responsible for the reconciliation of the working fund. This classification may be responsible for ensuring bank deposits and accruals are accurate and made in timely manner.
POSITION DUTIES
INVOICES
The position verifies data on requests for payment is accurate and the payment has not been previously made. Invoices/Interagency transfers are coded correctly charging the proper purchase order or blanket purchase order if applicable, as well as the proper PCA, agency object and fiscal year, and entered into the FMIS system appropriately. Requests must contain the proper authorized signature and/or receiving report. All invoices must be processed in a timely manner to ensure compliance with the State mandated processing guidelines, record transactions in FMIS and D365, deposit checks in Bank of America account and ensuring efficient overall operations of the AP unit.
CHECK PREPARATION & DEPOSITS IN FMIS AND D365
This position will prepare all salary advances, settlement checks, travel advances, account reconciliation or working fund checks when requested by a supervisor or manager. This position requires adherence to the Agency’s Security of Checks procedures. The incumbent must know and type pertinent information accurately. This position needs to update the R*STARS system and FMIS for transmission to the State Treasurer Office by recording the deposit information and determines the appropriated budget codes to be credited for each transaction or record the deposit information into D365 Working Fund Administrative Account. Identifies accounts receivable transactions and promptly notifies management of the collection to endure credit to the account.
CORPORATE PURCHASING CARD
This position maybe responsible for entering all CPC log information into FMIS system appropriately. Ensuring that invoices were coded correctly charging the proper Purchase Order or Blanket Purchase Order if applicable, as well as proper PCA, agency object and fiscal year. Ensure that the proper credit is made to the appropriate PCA and agency object on CPC. All invoices must be processed in a timely manner to ensure compliance with State mandated processing guidelines.
WORKING FUND/D365
Maintains the automated working fund database, recording daily receipts and disbursements. Reconciles daily activity with cumulative balances and monitors the fund balance to ensure availability of funds for future disbursements. Work closely with coworkers to ensure that the Comptroller reimbursements requested reconcile to advances and settlement check aggregates. Compile monthly receipts and disbursement activity for bank reconciling purposes. Report directly to the Manager or Director of Accounting Operations any problem situations in reconciling, unusual transactions and low fund balances for immediate resolution.
YEAR END CLOSE (YEC)
This position must be knowledgeable of DHS/State of Maryland accounting and administrative policies and procedures affecting the accrual process. The incumbent must be conversant with DHS year end closing procedures. They are responsible for developing, calculating, monitoring and ensuring that agency funds area accrued and paid in accordance with agencies polices and procedures. The employee must maintain adequate documentation supporting all accrued expenditures and related payments. By means of an excel spreadsheet they must be able to track accrued expenditures, liquidations and accuracy of accrual balances for review by DHS program and Finance staff as well as legislative and internal auditors.
MINIMUM QUALIFICATIONS
Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: One year of experience reconciling agency accounting systems to fiscal control systems or developing automated spreadsheets, ledgers and reports using accounting software packages or identifying budget trends and recommending budget realignments.
Notes:
1. Candidates may substitute experience calculating and recording financial, statistical or other numerical data may be substituted on a year-for-year basis for the required education.
2. 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.
DESIRED OR PREFERRED QUALIFICATIONS
Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.
The ideal applicant would possess:
1. Two years experience using ADPICS and/or R*STARS for accounting purposes.
2. Six months experience using Excel to create spreadsheets.
LIMITATIONS ON SELECTION
THIS RECRUITMENT IS LIMITED TO CURRENT EMPLOYEES OF DHS - DIVISON OF BUDGET, FINANCE & PERSONNEL.
SELECTION PROCESS
Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.
EXAMINATION PROCESS
Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.
BENEFITS
As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS.
- Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date).
- Annual Leave - ten (10) days of accumulated annual leave per year.
- Sick Leave - fifteen (15) days of accumulated sick leave per year.
- Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
- Holidays - State employees also celebrate at least twelve (12) holidays per year.
- Pension - State employees earn credit towards a retirement pension.
FURTHER INSTRUCTIONS
Online applications are STRONGLY preferred. If you are not able to apply online, please send your paper application and supplemental questionnaire (if applicable) to: Department of Human Services, Examination Services Unit, Attention: Betty Ketterman, 311 West Saratoga Street, First Floor, Baltimore, Maryland 21201.
Or, fax requested information to: 410-333-0882; Email Bettyj.ketterman@maryland.gov: Voice 410-767-7147, toll-free: 1-800-332-6347.
If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov.
Do not submit unsolicited documentation.
The paper application must be received by 5 PM on the closing date for the recruitment.
TTY Users: call via Maryland Relay, 1-800-925-4434.
As an equal opportunity employer Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. Bilingual applicants and people with disabilities are encouraged to apply. We thank our Veterans for their service to our country and encourage them to apply.
