Fiscal and Administrative Associate ADMINISTRATOR I

About the role

The Fiscal and Administrative Associate provides fiscal, asset management, and administrative support for agency operations. Responsibilities include inventory control, asset tracking, recordkeeping, payroll allocations, cellular device management, and report distribution. Ensures the accuracy of inventory and financial records, maintains compliance with agency policies and procedures, and supports procurement and MBE functions as needed.

Responsibilities

• Inventory Management and Property Control
• Oversee inventory control, fixed asset management, and surplus property activities in compliance with State regulations and Department of General Services requirements.
• Maintain accurate inventory records, conduct physical inventories, coordinate asset reporting and reconciliations, manage surplus and disposal processes, investigate missing or damaged property, and ensure audit readiness through comprehensive documentation and recordkeeping.
• Corporate Purchasing Card (CPC) Administration
• Oversee purchasing card administration, transaction monitoring, reconciliation, and recordkeeping.
• Ensure compliance with State policies and agency procedures, maintain supporting documentation, resolve discrepancies, and support audits, reporting requirements, and cardholder compliance activities.
• Procurement and Fiscal Support
• Provide procurement, fiscal, and administrative support by assisting with purchasing activities, vendor quotations, purchase orders, and office supply procurement.
• Maintain procurement and payroll allocation records, support MBE reporting activities, ensure compliance with documentation requirements, and prepare and distribute operational, administrative, and financial reports.
• Serve as backup to key procurement and reporting functions to support continuity of agency operations.
• Administrative and Operational Support
• Manage mail operations, handle incoming telephone communications, and serve as the agency Cell Phone Coordinator.
• Manage cellular device inventories, process service requests, track device assignments, monitor utilization, and support daily office operations.

Minimum Qualifications

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Four 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 four years of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from an accredited college or university for the required experience.
• Candidates may substitute the possession of a Master's degree from an accredited college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required experience.
• Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

Desired or Preferred Qualifications

• At least 1 year of fiscal, procurement, inventory, or reconciliation experience or similar role.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and discretion in all matters.
• Proficiency in Microsoft Office and other office software.
• Flexibility to work outside of regular business hours, as needed.
• Ability to lift 50 pounds.