Fiscal Officer

Maine State Housing Authority•Augusta, ME

8d•$50,037 - $72,648

About The Position

The Fiscal Officer performs financial functions for state and federal grants administered by the Energy & Housing Services Department. The role tracks and processes grant-related billings, establishes mechanisms to ensure expenditures are properly coded and recorded, prepares reports, reconciles program activity with Finance, and works with the Fiscal Compliance Coordinator on budgeting and monitoring. The position also supports subgrantee budget tracking and payments, contract preparation and execution, fiscal and administrative monitoring, and required program reporting. Additional duties include monitoring cash on hand, assisting with benefit processing and data entry, monitoring shared email, and routing fiscal documents. Occasional travel is required. MaineHousing office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. A hybrid schedule may be considered after six months of employment, if appropriate.

Requirements

Education and two years of accounting experience, or a combination of experience, training, and independent study, preferred.
Basic grant management, financial institution, and accounting knowledge.
Strong project management, time management, and organizational skills.
Strong PC skills using spreadsheet, word-processing, and database software, particularly Microsoft Excel.
Ability to establish and maintain good working relationships with business partners.
Excellent oral, written, and listening communication skills.
Ability to document an issue, summarize key points, and explain the direction and reasoning in writing.
Ability to take initiative, work independently, and use creative and analytical skills to resolve issues.
Occasional travel is required.

Responsibilities

Maintain accurate and current tracking of subgrantee budgets for Energy & Housing Services programs, including LIHEAP, Weatherization, and state- or federally-funded housing programs.
Track subgrantee budget adjustment requests, process billings for subgrantee expenditures, and track and process draw requests.
Track and reconcile the department operating budget and expenses, code invoices for payment, and work with Finance to reconcile and provide information.
Track subgrantee funding allocations and related documents for reporting, follow up on outstanding documentation, and assist with analyzing submitted data and requests.
Research and respond to subgrantee inquiries about program payments.
Process wire payments, review and verify processed wire records, and provide records and supporting documents to payees.
Prepare contract and amendment templates; establish timelines for contract execution; track required documents and follow up on missing documentation; and prepare, disburse, receive, and execute program contracts.
Assist the Fiscal Compliance Coordinator with annual fiscal and administrative monitoring of subgrantees, including preparing review documentation and maintaining records of fiscal or compliance issues.
Assist with required monthly, quarterly, and annual reports to funding sources and provide financial updates to department managers.
Reconcile programs with Finance and use payment-processing and fiscal-management sites.
Assist the Fiscal Compliance Coordinator with annual reviews.
Track, monitor, and apply cash on hand.
Assist the department with benefit processing, program payments, and data entry.
Monitor group email, respond or flag messages for follow-up, and route fiscal documents or reports to appropriate staff.
Perform other duties as assigned.