Fiscal Administrator

Commonwealth of Massachusetts•Northampton, MA

About The Position

The Fiscal Assistant is responsible for reconciling all appropriated funds, federal grants, state grants and trust accounts of the office. The Fiscal Assistant prepares all required financial grant reports along with mandated yearly reports to be filed with the Office of the Treasurer and Receiver General, and the Legislature. This position ensures compliance with the relevant requirements and guidelines of the Office of the State Comptroller, Office of the Treasurer and Receiver General, and the office’s Policies and Procedures and Internal Controls.

Requirements

Minimum of associate’s degree in accounting, finance, business administration, or one to three years of experience in accounting, bookkeeping, or financial administration.
Strong understanding of financial reconciliation, budgeting, and expenditure tracking.
Experience using accounting software (e.g., Quicken), financial management databases, and Microsoft applications (Excel, Word).
Strong attention to detail and accuracy in financial record-keeping.
Ability to handle confidential financial data with discretion.
Strong organizational skills with the ability to prioritize tasks and meet deadlines.
Ability to collaborate effectively with internal teams, vendors, and government agencies.
Ability to work independently and problem-solve financial discrepancies.

Nice To Haves

Experience working with government agencies, grant management, or public sector finance is a plus.
Familiarity with Commonwealth financial reporting and payroll systems, such as MMARS, Mosaic, Access and HR/CMS is a plus.

Responsibilities

Reconcile all appropriated funds, federal grants, state grants and trust funds.
Enter weekly allotments, budget transfers and folio dates into Access database.
Maintain and reconcile accounts including Quicken, advance accounts, and bank statements.
Process and submit monthly Expenditure of Advance documents
Create and maintain vendor files.
Oversee and reconcile Massachusetts State Police (MSP) overtime expenditures.
Work with CFO and Assistant District Attorney to process all allowed forfeiture orders, allocate funds, accordingly, and prepare annual state forfeiture expenditure reports.
Ensure compliance with appropriate internal controls and financial procedures to comply with all federal and state requirements.
Coordinate cell phones and business cards for office staff.
Prepare and maintain grant financial records and periodic reports.
Review and enter employee reimbursements into the Human Resources Compensation System (HR/CMS).
Utilize the Commonwealth Information Warehouse (CIW) to develop financial reports.
Assist CFO with audits and public records requests.