Fiscal Support Specialist will assist the Maryland State Agency with the support of implementation of grant fiscal requirements. This position will be responsible for managing the reimbursement invoice pipeline and reconciling financial reimbursement requests from subgrantees.
Mandatory Requirements Essential Requirements
- 1–3 years of experience in: o Accounts payable / invoice processing o Fiscal support or administrative support o Working with federal or state grants (preferred)
• Experience with financial management systems or grant management systems.
Skill Requirements
- Attention to detail and accuracy in processing invoices
- Ability to maintain organized financial records
- Strong communication skills for coordinating with Fiscal and Program Team
- Intermediate Excel or other data-tracking software proficiency
Required Documentation for consideration:
Resume + (2) letters of recommendation
Education Requirements
- Associate’s degree in Accounting, Finance, Business Administration, Public Administration, or a related field.
Job Functions:
Invoice Intake & Processing
- Receive, review, and log all incoming invoices related to OST grant activities.
- Verify completeness, accuracy, and appropriate supporting documentation.
- Flag discrepancies or missing documentation and follow up with subgrantees or program staff.
- Prepare invoices for submission to Fiscal Team. 3
- Track invoice status from receipt through approval and payment.
Payment Verification & Grant Fiscal Support
- Reconcile processed payments against financial system records.
- Maintain audit-ready records of expenditures, receipts, and payment confirmations.
- Support monitoring activities by gathering financial documents Fiscal Team.
Data Entry & Financial Recordkeeping
- Enter invoice and payment data into financial or grant management systems.
- Maintain accurate and organized digital and physical fiscal files.
- Update internal tracking sheets, summaries, or dashboards as needed.
- Assist with month-end or quarter-end financial reporting tasks.
Support for Federal Reviewers
- Collect, prepare, and submit documentation for review processes.
- Respond to reviewer requests for clarification or additional documents.
- Coordinate communication between program staff, subgrantees, and federal reviewers.
- Participate in monitoring visits, audits, or compliance checks by providing requested financial data.
Compliance & Quality Assurance
- Ensure all fiscal documentation meets documentation standards.
- Maintain confidentiality and data integrity for all financial records.
- Follow internal policies and federal requirements for grant fiscal management.
- Assist with identifying errors, trends, or areas needing corrective action.
Administrative & Cross-Team Support
- Provide general administrative support to the grants management team.
- Assist with training subgrantees on invoice submission requirements.
- Help prepare financial reports, summaries, or briefing materials.
- Participate in team meetings and contribute to process improvement efforts.