Procurement Operations Specialist

2 weeks ago

Baltimore, Maryland, United States State of Maryland Full time
Introduction

The Department of Information Technology (DoIT) spearheads the State's initiatives in developing and executing information technology solutions that enhance IT infrastructure and government services, ensuring Maryland remains at the forefront of IT industry advancements.


GRADE
16

LOCATION OF POSITION
Dept. of Information Technology (DoIT)

Main Purpose of Job
This role requires independent decision-making in interpreting and applying fiscal principles and practices.

Key accounting responsibilities include a comprehensive understanding of the Rational Standard Accounting Systems and Reporting Systems (RSTARS) and the Advanced Purchasing and Inventory Control System (ADPICS).

These systems serve as extensive financial management information systems tailored to fulfill the accounting and reporting requirements of the department.
Proficiency in understanding and applying the methodologies necessary for operating these systems is essential. Clear and effective verbal and written communication skills are also crucial.

This position manages the fiscal and administrative functions of DoIT in alignment with state policies and general accounting principles, supporting the department's mission to define the state's strategic direction for IT.


POSITION DUTIES
Responsible for the creation and distribution of purchase orders to vendors. Manage change orders and purchase requisitions, ensuring accuracy and timely processing. Review fund certifications received from the budget team and ensure compliance with state policies. Generate and distribute annual purchase order reports for departmental review. Evaluate fund certifications related to purchase orders and procurement requests, routing them to contracts as necessary.
Act as the Department Vendor Coordinator, responsible for adding new vendors in the financial management information system (FMIS) or updating vendor information. Collaborate with the General Accounting Division (GAD) as needed. Process change order requests in FMIS and assist in preparing weekly and monthly journal entries. Oversee the Department Credit Card Account and manage the Department Working Fund Account.

Handle department banking service activities, including processing deposits and ensuring accurate matching of invoices and electronic deposits.

Ensure timely and accurate recording of transactions in FMIS and perform year-end close tasks.

Payroll Partner Duties:
Send weekly payroll reminders for regular and contractual employees. Conduct weekly payroll report reviews and assist with timesheet management. Reconcile payroll summary reports against the check register. Manage stop payment processes and payroll inputs, including RStars transfers. Responsible for procuring supplies and materials, and preparing annual reporting for materials and supplies.

MINIMUM QUALIFICATIONS

Education:
Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience:
Four years of administrative or professional experience.

Notes:
  • 30 college credit hours from an accredited institution may substitute for one year of required experience.
  • A Bachelor's degree from an accredited institution may substitute for the required experience.
  • A Master's degree from an accredited institution may substitute for the required experience.
  • U.S. Armed Forces military service experience as a commissioned officer may substitute for the required experience on a year-for-year basis.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to candidates with experience in the following State of Maryland Accounting/Finance systems: Financial Management Information System (FMIS), Relational Standard Accounting and Reporting System (R*STARS), Advanced Purchasing Inventory Control System (ADPICS).


LIMITATIONS ON SELECTION

THIS POSITION IS LIMITED TO CURRENT STATE OF MARYLAND EMPLOYEES ONLY
LICENSES, REGISTRATIONS AND CERTIFICATIONS
Employees in this classification may be assigned duties requiring the operation of a motor vehicle.

Employees assigned such duties will be required to possess a valid motor vehicle operator's license.


SELECTION PROCESS

Ensure that your application provides sufficient information to demonstrate that you meet the qualifications for this recruitment. All information regarding your qualifications must be submitted by the closing date.

Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible list for at least one year.

Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.


EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the position's requirements. It is important to provide complete and accurate information on your application.


BENEFITS
STATE OF MARYLAND
BENEFITS

FURTHER INSTRUCTIONS
Online applications are highly recommended.

However, if you are unable to apply online, paper applications may be submitted to the appropriate department. Paper application materials must be received by the closing date for recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the relevant division.

Maryland is committed to recruitment, retention, and promotion of employees who reflect the State's diversity.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

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