Fiscal Representative

Commonwealth of Massachusetts • Boston, MA

5d • Hybrid

About The Position

The Executive Office of Housing and Livable Communities (EOHLC) is seeking a Fiscal Representative/Management III in the Office of Administration & Finance/Division of Livable Communities. EOHLC is charged with creating more homes in Massachusetts and lowering housing costs for residents. Formerly known as the Department of Housing and Community Development (DHCD), EOHLC works with municipalities, local housing authorities, non-profit organizations, and development partners to provide affordable housing options, financial assistance, and other support to Massachusetts communities. This role involves evaluating performance and financial compliance monitoring of assigned federal, state, or capital contracts, and providing technical assistance/expertise to internal and external constituencies regarding compliance with program regulations, requirements, and policies. The position participates in desk-top and/or on-site compliance and monitoring, reviews financial documents, encumbers funds, creates and approves vouchers for payment, reviews contract documents for accuracy, checks MOSAIC tables, and utilizes financial systems like IDIS, CSG, and Intelligrants.

Requirements

• Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management.
• OR any equivalent combination of the required experience and the substitutions below.
• Substitutions: I. A Bachelor's degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.
• II. A Graduate degree with a major in business administration, budget management, public administration, industrial engineering or industrial management may be substituted for a maximum of three years of the required experience.
• III. A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
• NOTE: Educational substitutions will be permitted for a maximum of three years of the required experience.
• Possess a current and valid Massachusetts Class D Motor Vehicle Operator's license or the equivalent from another state if electing to use a motor vehicle for travel.

Nice To Haves

• Knowledge of state budgetary and accounting forms and procedures.
• Knowledge of the organization of state government.
• Knowledge of Massachusetts Management Accounting and Reporting System (MOSAIC) and Commonwealth Information Warehouse (CIW).
• Ability to develop spreadsheets, perform mathematical calculations and analyze data.
• At least intermediate proficiency using Microsoft Word, Excel, Access, and PowerPoint.
• Experience with accounting, audits, and/or monitoring procedures.

Responsibilities

• Lead on-site or virtual fiscal monitoring activities of assigned sub-recipients and contractors, reviewing audit reports, financial statements, budgets, financial systems, and other data to ensure compliance with state and federal requirements, including OMB Uniform Guidance.
• Conduct analysis of assigned sub-recipients’ or contractors’ fiscal operations, performance, and compliance, and prepare written reports on findings.
• Meet with sub-recipient or contractor officials to discuss procedures, request documentation, and recommend corrective actions.
• Provide technical assistance/expertise to internal and external constituencies in the areas of compliance with program regulations, requirements, and policies.
• Prepare accurate and timely spending reports including but not limited to Quarterly and Annual Spending Reports, Annual Report, SF-425 and the Federal Financial Accounting and Transparency Act (FFATA) in compliance with applicable State and Federal Regulations.
• Establish encumbrance and monitor payments against encumbrances for Appropriations as assigned. Track program commitments and expenditures for assigned programs. Meet regularly with Fiscal Manager/Director to resolve spending variances.
• Reconcile disbursements against actual expenditures and recoup unexpended funds and ensure that returned funds are appropriately deposited.
• Ensure sufficient funds are available in MOSAIC. Prepare and review contract and payment documents for accuracy and approval by fiscal and compliance unit budget/accounting manager or director.
• Maintain working relationships with multiple departments inside and outside of Division of Livable Communities to ensure all transactions adhere to regulations.
• Prepare vendor set-up and modification packages for all new vendors receiving federal, state, or capital funds. Prepare bank account documents for approved vendors.
• Receive and provide cross training and gain knowledge of other division programs to provide coverage due to funding increases/decreases with the division's programs, staff vacancies or leave.
• Review accounting procedures, reports, etc., and recommend changes to improve the flow of information.
• Perform other related tasks as assigned.

Benefits

• Comprehensive Benefits
• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• Work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree