Financial and Grants Operations Specialist

State of Maryland•Baltimore County, MD

6d•Hybrid

About The Position

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. The Maryland Center for School Safety (MCSS) serves as an independent unit of the Maryland State Department of Education. The MCSS was established in 2013 to provide a coordinated and comprehensive approach to school safety in Maryland. In 2018, the Governor and General Assembly worked together to enact comprehensive school safety legislation (Safe to Learn Act 2018) to ensure Maryland continues to be a leader in school safety initiatives. To promote and enhance safer school communities, MCSS collaborates with students, parents, educators, mental and behavioral health practitioners, law enforcement, and crime prevention practitioners, with a particular focus on the physical and emotional well-being of Maryland students. This position is responsible for supporting the agency’s fiscal operations in various ways, including budget analysis, procurement, accounting functions (such as accounts payable and in some cases, accounts receivable), corporate credit card services, and reconciling agency revenues and expenses. This position is responsible for vendor management services such as creating/updating vendor profiles in the State Financial Accounting System (FMIS) as required. This position also works closely with the Director of Administration on budget development and budget submission to the Department of Budget and Management (DBM). This position assists in the resolution of fiscal issues or inquiries identified by the Director of Administration or program staff. This position is also responsible for supporting the agency’s grants administration by providing oversight of the financial aspects of the grants life cycle, including reviewing and processing Notification of Grant Awards (NOGA) and any grant modification requests, processing and submitting grant invoices for payment, monitoring grant expenditures to ensure funds are spent in accordance with the approved budget and funder's guidelines, reviewing quarterly and final reports for compliance with grant specifications and performance standards. This position provides ongoing technical assistance to grant applicants and recipients regarding compliance. This position involves preparing grant application requirements and guidelines, including the groundwork for required documents and forms. This position works with the agency’s grant unit to maintain and track all grant documents and reports for audit and compliance purposes. Finally, this position helps implement program-based and fiscal-based tasks that could result from new legislations, regulations, or agency initiatives.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Six years of administrative staff or professional work.
Applicants must meet the selective qualification(s) to be considered.
Qualified candidates must have experience using the State of Maryland's Financial Management Information System (FMIS).

Nice To Haves

At least two (2) years of Budget Analysis and Reporting System (BARS) user experience.
At least two (2) years of experience in State of Maryland Procurement Services.
One or more years of experience developing and writing Request for Proposals (RFPs).
One or more years of experience in Grant Management.
One or more years of experience using Smartsheet project management software.

Responsibilities

Supports the Fiscal Unit in performing various functions related to Accounts Payable, Procurement, Budget Preparation and Analysis, and other Accounting functions.
Researches expenditures, encumbrances, invoices, grant payments, and other fiscal matters as requested by Management, Admin and Grants staff.
Reviews expenditure data entered by the MSDE Office of Accounting to ensure accuracy of data in the State’s Financial Management Information System (FMIS) for the agency’s grant programs and operations.
Assists in the agency’s budget preparation, submission and helps develop responses to DBM and DLS.
Maintains current and working knowledge of procurement laws, codes, policies, procedures and objectives.
Enters vendor information in the State Financial Accounting System (FMIS) as required.
Reviews the financial aspects of the grants life cycle, including reviewing and processing Notification of Grant Awards (NOGA) and any grant modification requests
Develop, prepare and maintain automated and manual record keeping systems for vendors, procurement records, contract correspondence and associated reports.
Monitor grant expenditures to ensure funds are spent in accordance with the approved budget and program guidelines.
Review quarterly and final reports for compliance with grant specifications and performance standards.
Works closely with executive management to achieve outcomes based on agency goals and objectives.
Prepare grant application requirements and guidelines, including the groundwork for required documents and forms.
Maintain and track all grant documents and reports for audit and compliance purposes.