Temporary Invoice Processor (Fiscal Accounts Clerk II)

State of Maryland; Baltimore (MD); Hybrid; USD 52,000 - 65,000; Full time

Job summary

State of Maryland is seeking a temporary invoice processing specialist to verify and process invoices using ADPICS and R*STARS for MSDE Headquarters and related programs. The role supports the Division of Rehabilitation Services and Child Care Administration with timely payments and accurate recordkeeping.

You will verify purchase orders, reconcile vouchers, and respond to internal and external inquiries while ensuring compliance with accounting policies.

Qualifications

• Minimum: High school diploma or equivalent.
• Two years of experience reviewing, verifying, recording, adjusting and balancing financial transactions.

Responsibilities

• Verify and process invoices using ADPICS and R*STARS for MSDE Headquarters and clients (DORS or CAC).
• Verify HQ invoices to PO information and reconcile vouchers.
• Process invoices to vouchers in ADPICS and maintain weekly postings report.
• Respond to inquiries regarding payment status and documentation needs.
• Verify CCATS payments daily and report discrepancies; ensure timely batch completion.

Skills

FMIS Experience

Accounts Payable Experience

Data Entry Experience

Education

High School Diploma

Job description

Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland. This is a six month temporary position that serves at the pleasure of the the Appointing Authority.

GRADE

ASTD10

LOCATION OF POSITION

Nancy S. Grasmick Education Building 200 W. Baltimore Street Baltimore, MD 21201�

Hybrid schedule available (up to 3 telework days permitted each week)

Main Purpose of Job

To verify and process invoices utilizing the Advance Purchasing and Inventory Control System (ADPICS) and the Relational Statewide Accounting and Reporting System (R*STARS) on behalf of MSDE Headquarters and its clients from either the Division of Rehabilitation Services (DORS) or Child Care Administration.

• Verifies Headquarters invoices to purchase order information.
• Reconciles invoices and vouchers posted against purchase orders.
• Processes invoice to voucher in ADPICS.
• Compiles weekly listing of posted invoices and reasons for invoices that are processed as late.
• Answers internal and external, written or verbal, inquiries regarding payment status of invoices or documentation needs of the Comptroller's office.
• Verifies batches of Child Care Administration Tracking System(CCATS) payments daily by checking data contained on the ‘CCATSMSDE Payment Interface Report’ versus interfaced transactions from CCATS to R*STARS. Batches are completed within 20 minutes of receipt (per batch). Discrepancies are reported back to appropriate staff or correction.
• Completes follow up on invoices that are unable to be posted within two business days due to unfinished requisitions or purchase orders or incomplete invoice documents.
• Completes follow up on MSDE vouchers that are not approved within specified deadlines and follow up on error/vendor corrections to DORS batches that are unprocessed after two business days.

POSITION DUTIES

To verify and process invoices utilizing the Advance Purchasing and Inventory Control System (ADPICS) and the Relational Statewide Accounting and Reporting System (R*STARS) on behalf of MSDE Headquarters and its clients from either the Division of Rehabilitation Services (DORS) or Child Care Administration.

• Verifies Headquarters invoices to purchase order information.
• Reconciles invoices and vouchers posted against purchase orders.
• Processes invoice to voucher in ADPICS.
• Compiles weekly listing of posted invoices and reasons for invoices that are processed as late.
• Answers internal and external, written or verbal, inquiries regarding payment status of invoices or documentation needs of the Comptroller's office.
• Verifies batches of Child Care Administration Tracking System(CCATS) payments daily by checking data contained on the ‘CCATSMSDE Payment Interface Report’ versus interfaced transactions from CCATS to R*STARS. Batches are completed within 20 minutes of receipt (per batch). Discrepancies are reported back to appropriate staff or correction.
• Completes follow up on invoices that are unable to be posted within two business days due to unfinished requisitions or purchase orders or incomplete invoice documents.
• Completes follow up on MSDE vouchers that are not approved within specified deadlines and follow up on error/vendor corrections to DORS batches that are unprocessed after two business days.

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:

1. 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.

2. Six credit hours in accounting from an accredited college or university may be substituted for one year of the required experience.

3. 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.

4. 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.

• FMIS Experience
• Accounts Payable Experience
• Data Entry Experience

Selection Plan

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.

SPECIAL REQUIREMENTS

Applicants must consent to State and FBI (CJIS) background check as a routine procedure for all employees.

BENEFITS

• Leave may be granted to a temporary employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.