Fiscal Accounts Clerk II

State of Maryland•Baltimore County, MD

8d•Onsite

About The Position

This is an INTERNAL RECRUITMENT FOR MARYLAND STATE POLICE EMPLOYEES ONLY (Permanent, Contractual, Temporary). The incumbent prints and date stamps invoices & approvals from emails & USPS mail received from vendors and/or agency locations. Ensures the information on the invoices is correct and ready to be processed by Accounts Payable staff. If no approvals have been received, scans & sends invoices to appropriate locations for approvals; if no response for approval requests is received within 48 hours, another request is sent & copy immediate supervisor & manager and/or escalate to next level; monitors and responds to questions in the default accounts payable email; checks to see if receiving has been logged into FMIS, if so, prints & attaches to invoice; determines if an invoice is a voucher or direct & places in appropriate file by date stamped order for processing. Updates and maintains contact list for all invoice approvers. This position also researches discrepancies and past due account balances on invoices and takes the necessary corrective actions to resolve issues as they arise. In addition, the incumbent communicates with both internal and external customers regarding invoices and/or delinquent accounts. The incumbent processes and posts in MIS invoices received by the Department for payment. This involves reviewing and verifying source documents such as bills, receipts, invoices, purchase orders, vouchers, approvals, etc. Timeliness and accuracy in processing are paramount to ensure the Unit is adhering to the Comptroller's required 25-day processing timeframe. The incumbent researches discrepancies and works to correct errors and issues with prior account balances. This involves examining original source documents and posted transactions in FMIS. The incumbent ensures appropriate corrective measures are taken to balance accounts and works with vendors, other Division personnel, Quartermaster, and end-users to resolve outstanding issues. Corrections to transactions in FMIS are also completed as necessary. The incumbent may be directed to provide assistance to other units within the Finance Division or Strategic Planning Command and other duties, as assigned. This assistance will be at the discretion of the Finance Director, Director of Strategic Planning Command, or his designee.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Two years of experience reviewing, verifying, recording, adjusting and balancing financial transactions.

Nice To Haves

Experience working with Financial Management Information Systems (FMIS).
Experience using Microsoft Excel and Google Workspace applications.

Responsibilities

Prints and date stamps invoices & approvals from emails & USPS mail received from vendors and/or agency locations.
Ensures the information on the invoices are correct and ready to be processed by Accounts Payable staff.
Scans & sends invoices to appropriate locations for approvals if no approvals have been received.
Sends another request and copies immediate supervisor & manager and/or escalates to the next level if no response for approval requests is received within 48 hours.
Monitors and responds to questions in the default accounts payable email.
Checks to see if receiving has been logged into FMIS, if so, prints & attaches to invoice.
Determines if an invoice is a voucher or direct & places in appropriate file by date stamped order for processing.
Updates and maintains contact list for all invoice approvers.
Researches discrepancies and past due account balances on invoices and takes the necessary corrective actions to resolve issues as they arise.
Communicates with both internal and external customers regarding invoices and/or delinquent accounts.
Processes and posts in MIS invoices received by the Department for payment.
Reviews and verifies source documents such as bills, receipts, invoices, purchase orders, vouchers, approvals, etc.
Researches discrepancies and works to correct errors and issues with prior account balances.
Ensures appropriate corrective measures are taken to balance accounts and works with vendors, other Division personnel, Quartermaster, and end-users to resolve outstanding issues.
Completes corrections to transactions in FMIS as necessary.
May be directed to provide assistance to other units within the Finance Division or Strategic Planning Command and other duties, as assigned.