Fiscal Operations Specialist

Maine State Housing Authority•Augusta, ME

About The Position

Primary Purpose of Position: The Fiscal Operations Specialist performs various financial functions for the state and federal grants administered by the Homeless Initiatives Department. Duties include tracking and processing reimbursement requests associated with federal and state grant program activity, setting up the necessary tracking mechanisms to ensure that expenditures are coded and recorded properly, providing necessary reports, reconciling program activity with Finance and assist the Fiscal Compliance Specialist with budgeting and monitoring of partner organizations. Education and Experience: Education and two years of accounting experience or a combination of experience, training and independent study preferred.

Requirements

Basic financial institution and accounting knowledge
Strong project management, time management, and organizations skills
Strong PC skills using various software (spreadsheet, word processing, database)
Ability to establish and maintain good working relationships with business partners
Excellent communication skills – oral, written, listening
Written communication skills must include ability to document an issue, provide useful summary of key points, and offer direction and reasoning for direction
Ability to take initiative, work independently, and utilize creative and analytical skills to resolve issues

Responsibilities

Prepare and process payment for invoices, which includes allocating to the correct grant(s) and tracking back to department operating budget
Track income and expenditures for state and federal grants to ensure they are within budget (working with federal reporting systems)
Reconcile monthly expenditure with the Finance Department on administrative grants
Prepare and submit drawdown requests to the Finance Department for state and federal funds
Calculate program payments based upon established funding methodologies and resource allocations
Process and track reimbursement requests and supporting documentation from providers
Reconcile reports, invoices, and supporting documentation for program payments
Ensure disbursement of payments to shelters, payments to vendors and yearly IRS 1099 requirements
Assist the Fiscal Compliance Specialist with fiscal review of Sub-grantee budgets for programs and make recommendations for approval and/or revisions, as appropriate
Establish the timeframes needed for timely contract execution for each program
Track the required documents and follow-up with Sub-grantee staff for missing documentation
Assist in the final preparation, disbursement, receipt and execution of program contracts for each program year.
Prepare documentation for review and assist the Fiscal Compliance Specialist with preparations
Accompany the Fiscal Compliance Specialist on fiscal audits
Reconcile expense reports and profit and loss statements against supporting backup documentation to determine expense eligibility
Summarize and present any issues/concerns with subgrantee management of grant and expenditures
Maintain documentation with fiscal or compliance issues
Assist with the preparation of financial reports for federal and state funding including department and program evaluation reports
Coordinate and submit match requirement data to HUD and other fiscal agencies
Assist in financial updates to department managers on the status of each program throughout the year
Work with HI management team and external auditors on MaineHousing’s annual federal programs audit.
As assigned.