Fiscal Specialist I - Office of the Commissioner of Probation

Commonwealth of Massachusetts • United States, Massachusetts, Off of the Comm of Probation, MA

21h • Onsite

About The Position

Performs varied budget and accounting tasks for an assigned region. Receives and processes requests for the purchase of goods and services by preparing the proper accounting documents in order to accurately record and account for regional transactions, fiscal tasks for departmental transactions. Reconciles budget and accounting information and prepares financial reports for Regional Manager. Performs administrative tasks in assigned office. Works under the direction of a Department Head.

Requirements

• Associate Degree or two years of college
• Four (4) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
• Ability to project expenses and create a spending plan within a budgeted total.
• Accounts receivable and payable duties and responsibilities
• Knowledge of Microsoft Office Suite Programs
• Knowledge of the State’s Accounting and purchasing policies and procedures
• Knowledge of the State’s purchasing systems
• Bookkeeping, accounting and other administrative duties
• Knowledge of how to use and update a Budgetary Control Register (BCR)
• Time management
• Organization and prioritization
• Verbal and written communication
• Financial analysis
• Data input
• Independent judgment
• Analysis
• Attention to detail
• Problem solving
• Project management
• Decision-making
• Maintain accurate records
• Prepare reports
• Maintain confidentiality
• Identify and assess problems and provide solutions
• Record transactions
• Perform Trial Court fiscal procedures in accordance with the Office of the Comptroller policies and procedures.
• Analyze job specific reports
• Maintain working relationships
• Verify invoice accuracy

Responsibilities

• Coordinates annual, regional budget process, including preparing annual spending plans and expansion budget requests based upon information provided from the manager of the assigned Unit.
• Provides direction and training for supervisors and maintenance staff regarding fiscal processes.
• Assigns ServiceNow requests based on court location and trade specialty.
• Maintains the spending plan and budgetary control register for the assigned region.
• Prepares requests for encumbrances and inter-subsidiary budget transfers; ensures funds are properly encumbered for approved contracts and programs.
• Functions as purchasing agent for the office purchasing all supply and equipment requests via CommBuys and/or SharePoint.
• Provides ongoing advice and information on the availability of funding for the purchase of goods and services; maintains files for purchase order requests.
• Reviews and verifies accuracy of invoices and prepares payment vouchers and other fiscal documents required to pay vendors for goods and services.
• Monitors payment and encumbrance transactions on the Massachusetts Management and Accounting Reporting System (MOSAIC); tracks fiscal transactions and responds to inquiries on the status of accounts.
• Assists vendors with payment research and responds to related inquiries.
• Works with the Fiscal Affairs Department of the Administrative Office of the Trial Court Management concerning fiscal and administrative matters.
• Performs fiscal planning, provides financial projections and participates in determining the way resources will be expended for the assigned region.
• Develops and maintains information in regional Facilities SharePoint site and other local databases to assist monitoring fiscal and administrative activities.
• Executes standard contracts and purchase order forms with vendors in accordance with OSD procurement policies and guidelines.
• Evaluates regional fiscal and administrative activities and recommends ways to improve such activities.
• Reviews, investigates and resolves complex billing problems.
• May generate ad-hoc reports from the warehouse to evaluate fiscal activities.
• Evaluates fiscal and administrative activities and recommends ways to improve such activities.
• Reviews, investigates, and resolves complex billing problems.
• Generates ad-hoc reports from the warehouse to evaluate fiscal activities.
• Performs special projects.
• Performs other duties as required.

What This Job Offers

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