FISCAL ACCOUNTS CLERK II

State of Maryland; Maryland; On-site; USD 42,000 - 58,000; Full time

Job summary

The State of Maryland is seeking a detail-oriented Accounts Payable support professional for the Maryland State Police Finance Division in Pikesville. You will process invoices, manage approvals, and ensure timely, accurate posting to FMIS.

Responsibilities include resolving discrepancies, contacting internal and external customers, and maintaining accurate audit-ready records in line with the Comptroller’s timeframe and state policies.

Qualifications

• High school diploma or GED required.
• Two years of experience in reviewing, verifying, recording and balancing financial transactions.
• Substitution rules (education/experience) may apply per policy.

Responsibilities

• Process and date-stamp invoices and approvals from emails and mail.
• Ensure invoice data accuracy before Accounts Payable processing.
• Respond to inquiries and resolve discrepancies with vendors and internal teams.

Skills

Accounts payable

Data entry

FMIS experience

Education

High school diploma or GED

Tools

FMIS

Excel

Job description

Introduction

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

GRADE

ASTD10

LOCATION OF POSITION

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

Main Purpose of Job

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.

POSITION DUTIES

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.

Minimum Qualifications

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.

Notes

• 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.

Desired Or Preferred Qualifications

Preferred Qualifications

• Experience working with Financial Management Information Systems (FMIS).
• Experience using Microsoft Excel and Google Workspace applications.

Special Requirements

• Candidates for this classification will be subject to a complete criminal background investigation and a polygraph examination before permanent appointment can be made. A criminal conviction record may be grounds for rejection of the applicant.
• Employees in this classification are assigned duties which will require the individual to be examined by a physician. After an offer of employment, applicants will be given a medical examination to certify the ability to perform the essential job functions.

SELECTION PROCESS

The selection process for this recruitment will involve a review of each application. Applicants who meet the minimum qualifications will be placed on an eligible list in the BEST QUALIFIED, BETTER QUALIFIED or QUALIFIED category and remain eligible for consideration for at least one year from the date of examination. The list will be used by the hiring manager to select the individual to fill the vacancy.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Report all experience and education that is related to this position. Applicants may be given a physical examination and will be subject to an interview, background investigation, polygraph examination and substance abuse testing.

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

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.

It is the policy of the Maryland State Police to comply with all applicable federal and state laws prohibiting employment discrimination and to provide equal employment opportunity to all employees and applicants for employment without regard to age, ancestry, color, gender, identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, belief or opinion, sex, sexual orientation or any other protected status.