Fiscal Specialist

DescriptionATTENTION APPLICANTS: DO NOT APPLY FOR THIS POSITION USING THE MASS CAREERS WEBSITE. TO APPLY go to: Middlesex County DA's Office - Current OpeningsPosition SummaryThe Fiscal Specialist works as part of a team among the Administrative & Finance staff of the Middlesex District Attorney’s Office (MDAO) with primary responsibility for managing all aspects of the daily encumbrance, procurement, accounts payable, and accounts receivable functions of the MDAO. This includes daily use of MOSAIC, the Commonwealth’s accounting system and the Commonwealth’s Information Warehouse (CIW). This includes managing expenses against the MDAO’s current budget, assisting the CFO in developing future budget projections and budget requests, and procuring goods and services consistent with the required policy, procedures and statutes. Significant involvement with the MDAO fiscal year closing and opening activities are required which may impact the ability to schedule vacation time during this period of time. The Commonwealth fiscal year closes on June 30th.This is a great opportunity for a self-motivated individual that enjoys being part of a fast-paced office, is able to multi-task, re-prioritize regularly and has an unwavering attention to detail. The successful candidate will also enjoy working with numbers; have the ability to think logically; have a passion to solve problems; and understand the important role this position plays in advancing the mission of the MDAO. The successful candidate will politely, courteously and professionally represent the MDAO in dealings with other state agencies within the scope of this position. S/he will also have experience working with Access, Excel and Word in a professional office setting. Experience with MOSAIC and a Data Warehouse system are preferred, as well as experience creating and running Access data queries. S/he will have a demonstrated ability to accurately and timely manage the Accounts Payable and Budget Management processes. The successful candidate will have the ability to immediately manage the existing budget procedures and will also have the ability to identify for management consideration, potential systematic and policy changes that would improve and streamline the operation of the budget office procedures while also maintaining the necessary safeguards. The Fiscal Specialist reports to the Chief Financial Officer (CFO) and also works with the Payroll Analyst, the other Administrative Directors, the leadership of the office, members of the staff, other state agencies and outside vendors.Primary Responsibilities· v Budget ManagementVerify that expenses are tracking to current budget.Work with CFO to adjust budget throughout the fiscal year, as required due to changed circumstancesRun, review, and analyze appropriate best practice reports to provide necessary fiscal information to the CFOInput approved budget change documentsContribute to the development of the monthly fiscal reports v Accounts Payable Receive, verify and process invoices consistent with stated procedures and time standards Accurate and timely processing of AP documents; prepare payment documents for review and approval of CO Research past due issues with vendors and staff Maintain fiscal vendor files Coordinate staff reimbursement process v Accounts Receivables / BankingWork with COO to ensure proper checks and balances are in place for AR proceduresRegular banking responsibilities (deposits to bank, positive pay interface)v Encumbrance ManagementPrepare and manage encumbrances for all expenditures under direction of the CFOUpdate vendor attributes consistent with State Comptroller requirements and safeguards v ProcurementCoordinate purchasing of approved goods and services consistent with MDAO procedures (contract management, Operational Services Division (OSD) commodity pricing, bid procedures, developing & maintaining bid files, utilizing OSD procurement procedures (as appropriate), managing purchase orders, coordinating that goods & services are encumbered against proper funding source, and other special requirements are met) vArrange authorized travel and related arrangements v Monitoring / Reconciling / ReportingRun appropriate reports, based upon Comptroller best practices or equivalent, to verify AP, AR, account balances, spending against budget; encumbrance management; reconcile errors and provide necessary information to CFO. Run and review MDAO created Access reports against data warehouse to ensure payroll, AP, AR information is captured correctly for all daily, bi-weekly, fiscal year opening / closing payroll operations across all accounts. v Customer Service FocusAbility to respond in a timely manner to inquiries via telephone, e-mail and walk-in on budget policies, budget related questions from staff and vendors. Direct questions to appropriate manager if unable to answer or beyond scope of responsibility Ensure that vendor paperwork is completed: procurement stage, receipt of goods and services, payment and payment files. Assist in reviewing, revising, implementing and managing budget policies and procedures; and the MDAO Internal Control Plan.Appropriately raise issues and /or questions for supervisor in a timely manner Affirmatively notify supervisor and employee of any payroll or Time & Attendance issues, especially those that may impact employee payroll Timely manage employee reimbursements, and approved procurement requests vGrants Assist with grant related purchasing, encumbering, payments, tracking & reporting vSystems & Procedures Improvement Continuously evaluate current systems and procedures with a focus towards improving efficiency while maintaining safeguardsv Other Areas of ResponsibilitiesState Police Weekly Overtime Report Assist with office-wide Inventory v Other Requirements Flexibility to manage your own vacation and leave time, as appropriate, so as not to interfere with significant budget activitiesDemonstrated ability to maintain confidentiality, exercise sound judgment Responsibilities may be modified (additions, deletions, changes) from time to time to meet the needs of the officeQualificationsRequirementsv Bachelor’s degreev Prior experience working in a professional office environment; preferably working in a fiscal rolev Developed skill in customer service, written and verbal communication and organizational skillsv Ability to assess and address complex issues and matters in a timely fashionv Strong personal character, integrity, judgment and maturity in handling sensitive & confidential mattersv Outstanding interpersonal skills and professional workplace etiquettev Excellent organizational and project completion skills, with strong attention to detailv Ability to multi-task, refocus and re-prioritize in a high volume and fast paced environmentv Proven ability to meet firm deadlinesv Ability to work independently and as part of a teamv An understanding of the role of a modern prosecutor’s office within the Criminal Justice System and the communityv A sincere interest in the public sector and the work of the Middlesex District Attorney’s Officev Strong computer skills are required. Experience with Microsoft Office Suite including Word, Excel, Access, PowerPoint and Outlookv A valid Massachusetts driver’s license, as limited travel within the Greater Boston area and across Middlesex County may be required from time to timePreferred Qualificationsv Experience with the Commonwealth’s MMARS system and its Information Warehousev 3-5 years prior budget and fiscal experiencev Prior Commonwealth Agency fiscal experience or equivalentv Experience Working with database queries, i.e. AccessJob Field: Information Systems and TechnologyOrganization: Northern (Middlesex )DASchedule: Full-timeShift: Day