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Contract And Fiscal Specialist

Expired Job

St. Mary's County Public Schools Leonardtown , MD 20650

Posted 4 months ago

Release Date: September 20, 2018 Application Deadline: October 4, 2018

Requisition 5709

Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered. Questions regarding your application and/or candidacy should be directed to the Department of Human Resources.

Position: Contract and Fiscal Specialist

(twelve-month assignment)

Salary: The salary for this position will be based on EASMC-ESP salary schedule for

twelve-month employees Range 19 ($40,432 - $61,168)

Location: Division of Supporting Services

Effective: Immediately


Qualified applicants, including current employees of St. Mary's County Public Schools, must complete a TalentEd online application. In addition to the online application, any support documentation (copy of certification where applicable) must be scanned and uploaded to the TalentEd application. The online application and any support documentation must clearly demonstrate that the applicant meets the minimum qualifications, including information about the applicant's background, experience, and professional qualifications. Failure to submit all required documentation will result in your application being considered incomplete. Incomplete applications will not be forwarded to the selection committee for review. All online applications must be completed no later than October 4, 2018. Following a screening of credentials, interviews will be scheduled. Please contact the Department of Human Resources with questions (301-475-5511, ext. 32187).


This is highly specialized work in compiling, verifying, recording, and reporting financial and contract information for the Division of Supporting Services in the Department of Design and Construction. Work involves responsibility for a broad range of accounting and procurement activities from recording of data to preparing reports. While work may include general clerical tasks, the fiscal and contractual aspects of work are the primary allocation factor. The incumbent for this position must be highly skilled in Microsoft Word, Excel, Adobe Professional, SharePoint, and PowerPoint. The position requires financial reconciliation with State and local funding sources. Prior training or experience in E-Finance or other computerized accounting systems is required. Incumbent will be responsible for reviewing procurement and contract documents for completeness and consistency with procurement and contract policies and procedures. Experience in preparing presentation materials is desirable. Good communication skills are required as this person will deal with a variety of callers and visitors on a daily basis. In addition, the candidate must be proficient in producing correspondence, assembling contracts, and bid specifications. The work is performed under the general supervision of the Director of Design and Construction.


  • Ability to use proficiently Microsoft Word, Excel, PowerPoint, Adobe Professional and SharePoint in order to complete assigned tasks;

  • Knowledge of clerical bookkeeping and accounting principles, techniques, procedures, and methods;

  • Knowledge of public procurement practices for design and construction services;

  • Ability to maintain accounting records and to prepare reports from such records;

  • Ability to accurately and timely prepare reports, letters, inventories, and presentations; and

  • Maintain office filing utilizing an existing filing system including comprehensive capital projects files.


  • Maintains Capital Improvement Program (CIP) accounts, gathers invoices and submits requisitions for payment from vendors and contractors on a weekly basis and handles other transactions as directed by the Director and/or project management coordinators;

  • Reconciles fund balances on a monthly basis and maintains detailed financial spreadsheets on all CIP projects;

  • Prepares draft invitations to bids and request for proposals. Reviews final documents for completeness and consistency with State and local requirements;

  • Submits advertisements and bid documents on e-Maryland Marketplace;

  • Prepares bid tabulations and supporting documents for recommendation for contract awards;

  • Prepares and coordinates Request for Quotes (RFQ) and confers with vendors to obtain price quotes;

  • Researches and procures supplies, materials and equipment for staff as requested;

  • Prepares and completes requests for reimbursement for QZAB, ASP, and other State funded projects;

  • Works within the E-finance system to enter requisitions for payment, purchase orders, performs queries and runs reports as needed;

  • Maintains database of certified Minority Business Enterprises (MBE) subcontractors. Tracks MBE participation on all CIP projects, including the required monthly reports from MBE firms and prime contractors. Prepares quarterly and annual reports on MBE participation;

  • Communicates with vendors, contractors, and local and State funding sources regarding requisitions, applications for payment, and reimbursements as necessary;

  • Greets all visitors to the department and handles all incoming telephone calls;

  • Prepares and types letters, contracts, bid specifications, memoranda, presentations, etc.;

  • Assists with public bid openings;

  • Prepares shipments; receives, opens, sorts, and distributes mail;

  • Maintains orderly office routine;

  • Supervises temporary clerical personnel and interns when necessary;

  • Composes letters, reports, etc., for the signature of Director;

  • Maintains current telephone listings for State and local agencies as well as contractors and vendors;

  • Attends meetings and takes minutes when required;

  • Assists with budget preparation;

  • Maintains procedures for county, state, and federal and school board policies affecting offices or schools;

  • Maintains Director's and project management coordinators' appointment calendars, sets appointments and arranges meetings as directed;

  • Maintains closeout binders for State funded project that consolidate all required State forms and information;

  • Updates web pages for the Department of Design and Construction; and

  • Performs other duties as assigned or requested by Director.


  • High school diploma is required; college-level courses in accounting preferred;

  • Three (3) years of experience in the area of clerical bookkeeping and accounting principles, techniques, procedures, and methods, required;

  • Two (2) years of experience using public procurement practices for design and construction services, required;

  • Considerable knowledge of various accounting documents and their uses in accounting systems;

  • Knowledge of county, State, and federal accounting, and reporting requirements;

  • Ability to read and comprehend legal contracts;

  • Ability to make arithmetical computations rapidly and accurately;

  • Ability to maintain accounting records and to prepare reports from such records;

  • Ability to establish and maintain effective working relationships with others;

  • Ability to communicate effectively, orally, and in writing;

  • Skill in the operations of office machines, including related calculators, computers, laptops, large format printers, and scanners; and

  • Considerable knowledge of office software programs is required, with emphasis on Word, Excel, PowerPoint, Adobe Professional, SharePoint. For Excel, the applicant must have the ability to use formulas and link multiple cells in multiple spreadsheets.


Full-time twelve-month position.


The salary for this position will be based EASMC-ESP salary schedule for twelve-month seven hour employees Range 19.


The Board of Education reserves the right to reject any or all applicants, re-advertise and/or withdraw the positions.

The St. Mary's County Public School System does not discriminate on the basis of race, color, gender, age, national origin, marital status or sexual orientation, religion, or disability in matters affecting employment or providing access to programs.

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Contract And Fiscal Specialist

Expired Job

St. Mary's County Public Schools