Fiscal Records Administrator

City of Cambridge, MA - Cambridge, MA

Hybrid - Cambridge, MA

Executive, Legislative, and Other General Government Support

About the position

The Community Development Department (CDD) is the planning agency for the City of Cambridge. Comprised of the Community Planning, Economic Opportunity & Development, Transportation Planning, Zoning & Development divisions, and supporting the Housing Department and Office of Sustainability, CDD's mission is to foster a livable, sustainable, just, and equitable community. Working under the general supervision of the Chief Fiscal Officer, the Fiscal Records Administrator will assist in processing fiscal transactions, tracking activity, and general report preparation.

Responsibilities

• Monitor purchase order requests, determine readiness for processing, and advise project managers of any deficiencies; prepare requisitions for purchase orders in Peoplesoft Financials and record document numbers; obtain W-9 form information from vendors.
• Organize travel and training employee reimbursement documentation for purchase orders, in accordance with City Policy.
• Assist with year-end fiscal close out period; review purchase order balances and recommend cancellation of purchase orders as appropriate. Assist with transition to new fiscal year.
• Monitor submitted invoices for approval status and determine readiness to process; record document numbers. Notify project managers about pending invoice status, as appropriate.
• Match invoices to purchase orders and assemble accounts payable (A/P) package. Prepare bill payable schedules and determine priority.
• Prepare A/P schedule packages for affordable housing development invoices. Record payments and receipts and reconcile in PeopleSoft. Prepare and deliver forms to the Treasury Department as required.
• Assist with Fiscal division off-site storage. Maintain physical and electronic documents, respond to telephone calls, and other tasks as directed.
• Maintain records and system for official files according to Massachusetts Record Retention Schedule; update and purge files accordingly.
• Reviews digital timesheets and prepares initial payroll submission; may prepare payroll adjustments. Pick up checks from City Hall.
• Weekly or as needed, staff the CDD reception desk. May collect mail from and make deliveries to Cambridge City Hall.
• Perform other related duties as assigned.

Requirements

• High School diploma or equivalent; an associate degree is preferred.
• A minimum of 3 years of fiscal office administration and/or accounts payable experience required, with 5 years of experience preferred; or an equivalent combination of education, training, and experience.
• Exceptional organizational skills and strong attention to detail.
• Computer proficiency in Microsoft Office applications including Word, Excel, and Outlook. Familiarity with Smartsheet is preferred. PeopleSoft experience is a plus.
• Ability to manage operations independently after initial work orientation.
• Ability to exercise sound judgment, negotiate priorities and manage multiple simultaneous tasks and deadlines.
• Effective and professional written and verbal communication skills.

Nice-to-haves

• Commitment to anti-racism, diversity, equity, and inclusion.
• The City may require that candidates take and pass a computer skills proficiency test in Microsoft Excel, Word, and/or Outlook as part of the hiring process.

Benefits

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• City employee transportation benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle)