Fiscal Services Administrator II

State of Maryland • Baltimore City, MD

1d • Onsite

About The Position

If you are looking for an exciting career with great benefits, pension, generous leave, competitive salary, and the opportunity for advancement and professional growth, apply to join the DPSCS team today! The Department of Public Safety and Correctional Services (DPSCS) is seeking dedicated candidates to fill important roles within our department. We are one of the largest departments in Maryland with nearly 12,000 employees and a budget of more than $1 billion. In order to fulfill our mission of promoting safety, we have increased security at our institutions while leading the way in innovative restorative justice projects that will help offenders reintegrate into society upon release. As a member of the DPSCS team, you can have a fulfilling career, while also enjoying a wide range of benefits such as medical and dental coverage, paid time off (i.e. vacation, sick leave), becoming vested in the State pension, supplemental retirement options, and even joining the Maryland State Employees Credit Union. This is a management services position. The incumbent will work at the pleasure of the appointing authority. GRADE 20 LOCATION OF POSITION Baltimore City (Headquarters) 6776 Reisterstown Road Baltimore, MD 21215 POSITION DUTIES The main purpose of this position is to assist the Director of Budget Management in supervising and monitoring the development, preparation, submission and implementation of the Department’s operating budget, and to assist management staff in exercising budgetary control of expenditures for the agencies within the Department. Budget Preparation, Review, and Submission Assists the Director in establishing guidelines and procedures for the preparation of the individual agency budget requests and providing instruction, training and assistance to the fiscal officers and other personnel who are responsible for the preparation of the agencies’ budget requests. Specifically: Responsible for distribution of the Operating Budget Instructions and other necessary information/instructions to the fiscal officers and other personnel within this department who are responsible for the preparation of specific agencies’ budgets. Assists the Budget Director on the annual training on the use of the State’s Budget Analysis and Reporting System (BARS) and fields inquiries and assists personnel who have questions or experience problems with BARS. Provides instruction and assistance in budget preparation to any fiscal officer or other employee within this department who is responsible for an agency’s budget preparation, but who has not previously prepared an agency’s budget request. Responsible for the preparation of the Actuals and Budget Year submission files to be used for the for the fiscal officers and will verify the accuracy, completeness, and consistency of information and presentation of the submitted budget request. This review may be performed by this employee, or by other employees within the Budget Unit under the direction of this employee. Upon completion of the final review and verification that all required corrections have been made, this employee will assist the Budget Director with submitting the budget request (budget files, budget request forms) to DBM, and ensuring that the submitted copies have been retained for internal use. Budget Analysis and Support After the submission of the budget request, this employee may be required to respond to inquiries from the DBM’s budget analyst and from the Department of Fiscal Service’s administrative analyst, for clarification and/or additional information concerning the budget request/allowances. Assists the Director in analyzing budgetary information and/or historical expenditure data, as required by the Deputy Secretary and the Secretary to defend the budget request to the Governor and to defend the budget allowance at the Legislative Budget Committee hearings. Grants Management Assists the Director of Budget Management to monitor and control federal and non-federal grant awards for the Department to ensure that required financial reports ae submitted timely and accurately to grantors. Assists the Director to ensure that any necessary amendments to an agency’s appropriation for grant awards are prepared and submitted timely. Collaborates with grant program managers to ensure fiscal compliance with grant requirements and timely and accurate submission of required financial reports to grantors. Budget Expenditure Control This position assists the Director with the preparation and/or review, and analysis of monthly expenditure projections submitted by the agencies of this department. Specifically, this employee provides guidance, instruction, and assistance to agency fiscal officers or other personnel responsible for the preparation of projections. This assistance, which is primarily provided to new fiscal officers or other staff who lack experience in the preparation of projections, may require that this employee visit another fiscal office to instruct and assist in the preparation of the projection and/or may involve the review of the projection subsequent to its submission. Agency Budget Monitoring and Closing Acts as Fiscal Officer and monitors expenditures of an assigned agency or agencies. Reviews, approves and analyzes periodic and special reports to meet funding source requirements. Completes monthly expenditure and budget projections. Reviews and recommends approval/disapproval of invoices. Implements the Division’s cost reduction strategies, particularly related to the ordering, storing, and dispensing of commodities and equipment. Meets with and provides guidance to the managing director. Assists the Director of Accounting Operations in the coordination, management, and preparation of the annual fiscal year-end closeout, in accordance with generally accepted accounting principles. Responsible for fiscal year-end closing of the assigned agency or agencies. Appropriation Control After passage of the budget bill by the legislature, this employee assists the Director in the preparation of letters notifying each agency of its appropriation and the number of authorized positions for the next fiscal year. Responsible for establishing and maintaining the appropriation control ledger, a linked Excel file which shows the appropriation by agency and program, by object and by fund. Budget Amendment Processing Assists the Director in the preparation and review of any required amendments to the appropriation, to ensure that the amendment is prepared in accordance with DBM requirements, is accurate, and adequate explanation/justification for the amendment is provided. Ensures that appropriate tracking and monitoring of budget amendment status is maintained through follow up and feedback with DBM, Department personnel, and other State agencies as required. Ensures that approved budget amendments are posted to agency budgets in RSTARS.

Requirements

• Bachelor’s degree in Accounting, Finance, or Business Administration from an accredited college or university.
• 5 years of experience in State or Governmental budgeting, accounting, and auditing; including examining, analyzing, and interpreting accounting and budgeting systems; this must include 3 years of experience managing multiple units within an accounting or finance division.

Nice To Haves

• Four (4) years of experience with FMIS, including preparing journal entries, creating FMIS reports, conducting payment research, and handling purchase order inquiries.
• Four (4) years of experience preparing and reviewing budgets; including Grants.

Responsibilities

• Assists the Director in establishing guidelines and procedures for the preparation of the individual agency budget requests and providing instruction, training and assistance to the fiscal officers and other personnel who are responsible for the preparation of the agencies’ budget requests.
• Responsible for distribution of the Operating Budget Instructions and other necessary information/instructions to the fiscal officers and other personnel within this department who are responsible for the preparation of specific agencies’ budgets.
• Assists the Budget Director on the annual training on the use of the State’s Budget Analysis and Reporting System (BARS) and fields inquiries and assists personnel who have questions or experience problems with BARS.
• Provides instruction and assistance in budget preparation to any fiscal officer or other employee within this department who is responsible for an agency’s budget preparation, but who has not previously prepared an agency’s budget request.
• Responsible for the preparation of the Actuals and Budget Year submission files to be used for the for the fiscal officers and will verify the accuracy, completeness, and consistency of information and presentation of the submitted budget request.
• Assist the Budget Director with submitting the budget request (budget files, budget request forms) to DBM, and ensuring that the submitted copies have been retained for internal use.
• Respond to inquiries from the DBM’s budget analyst and from the Department of Fiscal Service’s administrative analyst, for clarification and/or additional information concerning the budget request/allowances.
• Assists the Director in analyzing budgetary information and/or historical expenditure data, as required by the Deputy Secretary and the Secretary to defend the budget request to the Governor and to defend the budget allowance at the Legislative Budget Committee hearings.
• Assists the Director of Budget Management to monitor and control federal and non-federal grant awards for the Department to ensure that required financial reports ae submitted timely and accurately to grantors.
• Assists the Director to ensure that any necessary amendments to an agency’s appropriation for grant awards are prepared and submitted timely.
• Collaborates with grant program managers to ensure fiscal compliance with grant requirements and timely and accurate submission of required financial reports to grantors.
• Assists the Director with the preparation and/or review, and analysis of monthly expenditure projections submitted by the agencies of this department.
• Acts as Fiscal Officer and monitors expenditures of an assigned agency or agencies.
• Reviews, approves and analyzes periodic and special reports to meet funding source requirements.
• Completes monthly expenditure and budget projections.
• Reviews and recommends approval/disapproval of invoices.
• Implements the Division’s cost reduction strategies, particularly related to the ordering, storing, and dispensing of commodities and equipment.
• Meets with and provides guidance to the managing director.
• Assists the Director of Accounting Operations in the coordination, management, and preparation of the annual fiscal year-end closeout, in accordance with generally accepted accounting principles.
• Responsible for fiscal year-end closing of the assigned agency or agencies.
• Assists the Director in the preparation of letters notifying each agency of its appropriation and the number of authorized positions for the next fiscal year.
• Responsible for establishing and maintaining the appropriation control ledger, a linked Excel file which shows the appropriation by agency and program, by object and by fund.
• Assists the Director in the preparation and review of any required amendments to the appropriation, to ensure that the amendment is prepared in accordance with DBM requirements, is accurate, and adequate explanation/justification for the amendment is provided.
• Ensures that appropriate tracking and monitoring of budget amendment status is maintained through follow up and feedback with DBM, Department personnel, and other State agencies as required.
• Ensures that approved budget amendments are posted to agency budgets in RSTARS.

Benefits

• 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) holidays per year
• Pension - State employees earn credit towards a retirement pension

What This Job Offers

• Job Type: Full-time
• Career Level: Manager