Administrative Specialist II

Kent County DSS • Kent, MD

5d

About The Position

The Administrative Specialist II supports the Finance Officer and Assistant Director of Administrative Services by performing administrative, fiscal, accounting, procurement, and inventory duties for the Kent County Department of Social Services. The position coordinates the agency’s furniture and equipment assets, processes financial transactions, reconciles overpayment records, monitors budgets, and purchases inventory and supplies using the agency corporate purchasing card. The employee works independently under general supervision from the Finance Officer and/or Assistant Director of Administrative Services.

The role processes transactions, invoices, vouchers, journal entries, and receipts using State financial systems, and assists with year-end close. It tracks program funding and expenditures, manages OHEP financial reporting, researches and reconciles overpayment and receipt discrepancies, and maintains records of customer balances and debt adjustments or referrals. It also maintains asset records and administrative filing systems, and handles procurement requisitions, purchasing, receiving, and related record keeping.

The position is based at the Kent County Department of Social Services in Chestertown, Maryland. Candidates must be willing to work in Kent County. Positions may be eligible for telework. Employees may be responsible for providing their own transportation as needed to reach meetings, remote locations, and assigned job destinations.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.
• Applicants may substitute 30 credit hours from an accredited college or university for the required experience.
• Applicants 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.
• Candidates must be willing to work in Kent County, Maryland.
• Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and assigned job destinations.

Nice To Haves

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

Responsibilities

• Process transactions, invoices, vouchers, journal entries, and receipts across FMIS, D365, CJAMS, and Eligibility and Enrollment (E&E); assist with year-end close.
• Track program funding and expenditures, monitor accounts to prevent deficits, and manage OHEP financial reporting and tracking.
• 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.
• Coordinate, track, monitor, and record local agency furniture and equipment assets in compliance with internal controls.
• Maintain and update asset database files, request asset tags, reconcile inventory discrepancies, report lost or stolen items, submit disposal requests, and assign sensitive equipment.
• Conduct the annual agency physical inventory review by June 30.
• Maintain physical and electronic filing systems for administrative correspondence, reports, paid agency invoices, CPC statements, purchase order documents, D365/FMIS journals, and vendor W-9 forms.
• Organize, index, and archive documents so they are retrievable in accordance with agency retention policies and confidentiality standards.
• Handle procurement requisitions, purchasing, receiving, and record keeping.
• Support the Finance Officer and Assistant Director of Administrative Services with administrative, fiscal, and procurement duties.

Benefits

• Health, dental, and vision plans offered at a low cost.
• Six personal leave days annually for new State employees, prorated based on start date.
• Ten days of accumulated annual leave per year.
• Fifteen days of accumulated sick leave per year.
• Up to 60 days of paid parental leave upon the birth or adoption of a child.
• At least 12 holidays per year.
• Credits toward a retirement pension.
• Positions may be eligible for telework.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED