Project Charges Specialist (12358, 13280 Grade 22) presso The Maryland-National Capital Park & Planning Commission, MD

About the Department

• Are you highly organized with a keen eye for details? 
• Do you enjoy collaborating with a team, and are you customer service oriented? 
• Do you enjoy using technology to develop efficient processes?

Position Duties

1) Project Charge Financial Administration (˜35%)
Review proposed Scopes of Services and build corresponding budget templates; confirm 
reimbursable cost categories per Policy Guidelines for Project Charges (staff at unburdened 
hourly rates with payroll verification; supplies/materials; program-critical contracted services; no 
overhead/administration or fundraising).
Verify allowability, timing, and sufficiency of supporting documentation and invoices; manage 
reallocation requests for variances >10% by category as required.
Maintain and reconcile Contract Balance/Tracking Worksheets; prepare reimbursement packets 
(tracking sheet, Disbursement Journal, back-up, Funding Request Invoice) and submit through 
AOS/AP workflow.
Monitor reimbursement frequency (typically quarterly) and deadlines to ensure costs are incurred 
within the fiscal year (July 1–June 30) and submitted within program limits.
Encourage a monthly or quarterly submission rhythm to maintain cash flow and reduce year-end 
risk.

2) Purchasing & Contracting (˜25%) 
Assemble and route contracts using the current Project Charge contract template, inserting approved Scope/Budget (Exhibit A) and required attachments (e.g., Certificate of Good Standing, By-laws/Articles, Background Check Affidavit when applicable). Manage Adobe Sign routing for external and internal signatories. Coordinate contract number assignment, requisition creation, and internal routing sequence (Division Chief, Budget, Deputy Director, Legal, Purchasing, Finance, Risk, Executive Director) until fully executed; track progress and resolve exceptions. Ensure contractual acknowledgments (use of DPR logo and contributor language) and other compliance clauses are communicated to recipients. 

3) Registration & Compliance (˜15%) 
Guide recipients through vendor registration and initial documentation intake (scope of work, good standing, by-laws/articles, affidavit). Verify nonprofit/government status and Maryland business standing prior to contracting. Confirm alignment with Department mission & core services and county-wide benefit; escalate edge cases for Legal/Finance review. Maintain secure records and confidentiality in accordance with Commission policy. Verify vendor readiness documents are current (good standing dated in the current FY) and halt contracting if not in good standing until resolved. 

4) Training, Customer Service & Communications (˜10%) 
Conduct kickoff/orientation meetings; explain lifecycle, tools, and allowable/unallowable costs; provide and walk through reimbursement templates; and deliver refresher sessions as needed. Develop and update how-to guides, checklists, and FAQs; contribute to public-facing content improvements for clarity and accessibility. Serve as the Project Charge Liaison; schedule and facilitate quarterly check-ins with recipients to review scope progress, spend, documentation quality, and upcoming reimbursements. Provide hands-on technical assistance using DPR templates (budget, scope, mid-year/annual report). 

5) Program/Management Analysis & Reporting (˜10%) Track throughput, cycle times (e.g., routing up to ~30 days), and error rates; recommend process improvements and template refinements; prepare mid-year and year-end dashboards and summaries. Support mid-year and final program/financial reporting and audit/assurance obligations as specified in contracts. Track and enforce report deadlines (mid-year report due Dec 1, 2025; final report due Aug 1, 2026) and manage post-year audit requirements due Nov 1, 2026 with thresholds: >$750k: independent audit; $100k–$750k: review; < $100k: compilation. 

6) Other Duties (˜5%) 
Stay current on Commission policies and related laws; perform research/analysis; and perform related tasks as assigned.

Key Tools & Templates the Specialist Manages/Uses 
Scope of Services & Budget templates; Reimbursement Template; Contract Balance/Tracking Worksheet; Disbursement Journal; Funding Request Invoice; Budget Reallocation Request; Mid-Year/Annual Report templates. 
Project Charge contract, including acknowledgement language and audit/review/compilation thresholds. 
Adobe Sign for external and internal routing; AOS/AP for payment processing.


Knowledge, Skills & Abilities
Knowledge, Skills & Abilities Knowledge and application of principles/methods in financial management, purchasing/contracting, training, and program/management analysis; ability to rapidly learn related areas. Strong problem-solving and analytical skills (qualitative & quantitative), meticulous attention to documentation integrity, and sound judgment. Excellent communication and interpersonal skills to coordinate, instruct, and guide internal/external stakeholders; customer-service mindset. Proficiency with MS Office (Excel, Word, PowerPoint), collaboration tools (Teams), Adobe Sign, and enterprise systems (vendor registration, AP/AOS). Working knowledge of allowability standards for reimbursements (e.g., unburdened wage rates, documentation requirements, no overhead/fundraising). Skill in calendar-driven program management (deadlines for execution, reimbursements, reporting, and audits). Ability to translate scopes into clear budget lines and to coach partners on clean backup and packet assembly

Minimum Qualifications

1. Bachelor’s Degree in Human Resource Management, Finance, Business or any related field.
2. Two (2) years of progressively responsible experience in human resource management,finance or any other related field of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 6 years. 

1. Experience with government reimbursements, nonprofit financial documentation, and contract routing (Adobe Sign).
2. Working knowledge of Maryland Family Law Title 5, Subtitle 5, Part V, background-check affidavit timing requirements for youth/vulnerable adult programs. 
3. Familiarity with Infor vendor registration, AOS/AP processing, and DPR templates (budget, reimbursement, reallocation). 
4. Experience coordinating multi-party e-signature routing and procurement approvals in a public agency context.
5. Demonstrated ability to implement policy changes/enhancements and strengthen fiscal oversight and communication touchpoints with non-profits.

Other Qualifications

Class Specification: Administrative Specialist II

May be subject to medical, drug and alcohol testing.

Working Relationships:
 Collaborates daily with Operating Divisions, Financial Management Division, Purchasing, Legal, Risk, Budget, and Executive Leadership to move awards from intake to close-out. Serves community partners (non-profits, municipalities, Prince George’s Community College, county agencies) as a single point of contact and trainer.

Working Conditions:
 Primarily office-based; very light to light physical effort; subject to high volume and tight deadlines, with occasional off-site meetings.

DIVERSITY STATEMENT:
The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.   
 

Applicants with Disabilities under the Americans with Disabilities Act.
If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of applications at or 301-454-1411 (Maryland Relay 7-1-1)
M-NCPPC will make all efforts to reasonably accommodate you.