Fiscal Representative

OVERVIEW OF ROLE:

The Fiscal Representative evaluates performance and financial compliance monitoring of individual assigned federal, state, or capital contracts. The incumbent provides technical assistance/expertise to internal and external constituencies in the areas of compliance with program regulations, requirements and policies. The Fiscal Representative 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, and is able to access encumbrance and voucher documents, and utilizes financial systems [(Integrated Disbursement & Information System (IDIS), Massachusetts Management Accounting and Reporting System (MMARS), IntelliGrants, etc.] as needed.

DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):

1) Performance & Monitoring:

• Evaluates performance and financial compliance monitoring of assigned federal, state, or capital contracts.

• Establishes encumbrance and monitors payments against encumbrances for Federal Appropriations as assigned. Tracks program commitments and expenditures for assigned federal programs.

• Meets regularly with Fiscal Director to resolve spending variances.

• Ensures sufficient funds are available in MMARS.

• Prepares and reviews contract and payment documents for accuracy and approval by fiscal and compliance unit budget/accounting manager or director

2) Technical Assistance:

• Provides technical assistance/expertise to internal and external constituencies in the areas of compliance with program regulations, requirements and policies.

3) Reporting:

• Prepares 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.

4) Reviews:

• Reconciles disbursements against actual expenditures and recoups unexpended funds and ensures that returned funds are appropriately deposited.

• Reviews accounting procedures, reports, etc., and recommends changes to improve the flow of information.

5) Compliance:

• With multiple departments inside and outside of the Division of Livable Communities (DLC) to be sure all transactions adhere to regulations. Examples include, but are not limited to contacts with Program Staff, Legal, Budget, Accounting, Office of Administration and Finance (OAF), Procurement.

6) Preparation:

• Vendor set-up and modification packages for all new vendors receiving federal, state, or capital funds.

• Prepares bank account documents for approved vendors.

• Utilizes systems (for example Docusign) as required by the MA Comptroller Office

7) Training & Coverage:

• Receives and provides cross training and gains knowledge of other division programs to provide coverage due to funding increases/decreases with the division's programs, staff vacancies or leave.

PREFERRED QUALIFICATIONS:

1. Knowledge of state budgetary and accounting forms and procedures.

2. Knowledge of the organization of state government.

3. Knowledge of Massachusetts Management Accounting and Reporting System (MMARS) and Commonwealth Information Warehouse (CIW).

4. Ability to develop spreadsheets, perform mathematical calculations and analyze data.

5. At least intermediate proficiency using Microsoft Word, Excel, Access, and PowerPoint.

6. Experience with accounting, audits, and/or monitoring procedures.

COMMENTS:

Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

Some travel will be required. Those employees who elect to use a motor vehicle for travel must have a current and valid Massachusetts Class D Motor Vehicle Operator's license or the equivalent from another state.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division's Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.