ADMINISTRATIVE SPECIALIST II

Maryland; Chestertown (MD); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental and vision plans

Pension

Paid time off

Telework opportunities

Job summary

Maryland Department of Human Services (DHS) seeks an Administrative/Financial Specialist to support the Finance Officer and Administrative Services leadership. Responsibilities include asset coordination, purchasing, and general accounting across state systems.

The role emphasizes independent work under supervision, focusing on budget tracking, inventory, and records management within Kent County operations. State benefits accompany this position.

Qualifications

• Minimum: High school diploma or equivalency.
• One year of administrative staff, clerical, or secretarial work experience.
• 30 college credit hours from an accredited institution may substitute for the required experience.
• Military service as a non-commissioned officer can substitute for experience on a year-for-year basis.

Responsibilities

• Process financial transactions, invoices, vouchers, journals, and receipts across FMIS, D365, CJAMS, and E&E.
• Monitor program funding and expenditures; track budgets and avoid deficits.
• Identify and reconcile overpayments; manage debt adjustments or referrals to Central Collections.
• Coordinate, track, and record local agency assets; maintain asset inventory and annual review.
• Maintain physical and electronic filing systems; manage CPC statements, PO docs, and vendor forms.

Skills

Microsoft Office experience

Google Sheets

Education

High school diploma or equivalent

30 college credit hours substitution option

U.S. Armed Forces service credit substitution

Tools

FMIS

D365

CJAMS

E&E (Eligibility & Enrollment)

Job description

Introduction

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.

We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind.

GRADE

STD0011

LOCATION OF POSITION

Kent County Department of Social Services
Local General Administration
350 High Street
Chestertown, MD 21620

Main Purpose of Job

To assist and support the Finance Officer and the Assistant Director of Administrative Services by performing a variety of administrative, fiscal and procurement duties. Responsible for coordinating the Agency’s assets (furniture and equipment), performs general accounting and fiscal functions, reconciles agency overpayment records, assists in tracking budgets and purchases all inventory and supplies using the agency corporate purchasing card. This position works independently and receives general supervision from the Finance Officer and/or the Assistant Director of Administrative Services.

POSITION DUTIES

• Accounting & Financial Processing: Process transactions, invoices, vouchers, journal entries, and receipts across State financial systems (Financial Management Information System (FMIS), D365, CJAMS, Eligibility and Enrollment (E&E) and assist with year-end close.
• Budget Monitoring & Reporting: Track program funding and expenditures, monitor accounts to prevent deficits, and manage OHEP financial reporting and tracking.
• Overpayments & Collections Management: Research, verify, and reconcile monthly overpayment, receipt, and CCU discrepancy reports. Post receipts, track customer balances, and complete debt adjustments or referrals to the Central Collections Unit.
• Inventory Management: Coordinate, track, monitor, and record all local agency physical assets (furniture and equipment) in compliance with internal controls. Maintain and routinely update database files, request asset tags, reconcile inventory discrepancies, report lost or stolen items, submit disposal requests, assign sensitive equipment, and conduct the annual agency physical inventory review by June 30.
• Records Management: Maintain comprehensive physical and electronic filing systems for all Administrative Division correspondence, reports, paid agency invoices, corporate purchasing card (CPC) statements, purchase order documents, D365/FMIS journals, and vendor W-9 forms. Ensure documents are organized, indexed, archived, and readily retrievable according to agency retention policies and confidentiality standards.
• Procurement: Requisitions and Purchasing, receiving, and record keeping.

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 performing administrative staff, clerical, clerical technical, or secretarial work.
• 1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
• 2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• One year of experience tracking expenditures using Microsoft Office and Google Sheets.
• One year of experience with requisitions and purchasing of goods and services.
• Six months of experience with at least one of the following state systems: Eligibility & Enrollment (E&E), Financial Management Information System (FMIS), D365, and/or Child Juvenile Adult Management System (CJAMS).

LIMITATIONS ON SELECTION

This recruitment is limited to candidates willing to work in Kent County, MD.

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

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.

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.

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.

• 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) holiday per year.
• Pension – State employees earn credits towards a retirement pension.
• Positions may be eligible for telework.

FURTHER INSTRUCTIONS

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.

We thank our Veterans for their service to our country and encouraged them to apply.