Fiscal Specialist Series

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Position Summary:

Working within the Judicial Information Services Department (JISD), the Fiscal Specialist performs a variety of fiscal and administrative responsibilities. The Fiscal Specialist also provides clerical support as needed. The position title above the entry level requires the performance of increasingly more responsible work which requires more knowledge of fiscal and administrative policies and the exercise of more independent judgment. Employees are hired at the entry level position title and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title. The position title reverts to the entry level when there is a vacancy. The Fiscal Specialist for the Judiciary Information Services department also provides clerical/administrative support for Telecommunications.
ORGANIZATIONAL LEVEL:
Fiscal Specialist I

- This is the entry level position title within this series. Employees at this level are expected to perform a variety of fiscal duties related to budgeting purchasing, and billing.
Fiscal Specialist II

- This is the second level position title within this series. Employees at this second level are expected to perform higher level fiscal duties in the areas of fiscal planning and projections, to recommend ways to improve activities, and to exercise more independent judgment.
Supervision Received:

Receives general direction from the Chief Information Officer or his/her designee in performing duties in accordance with established guidelines.
Duties:

Fiscal Specialist I Duties:
Coordinates the annual budget process, including preparing spending plans and expansion budget requests based upon information provided by the manager;
Maintains the budgetary control register and prepares and files the monthly expenditure reports;
Determines the need, makes recommendations, and prepares requests for inter-subsidiary budget transfers; ensures that funds are properly encumbered for approved contracts and programs;
Functions as a purchasing agent for the office purchasing all supplies and equipment;
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 (MMARS); 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 concerning fiscal and administrative matters;
Provides administrative support for programs and operations performed within the office; and
Performs related duties as required.
Fiscal Specialist II Duties:

Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended;
Regularly 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;
Develops and maintains data bases to assist in monitoring fiscal and administrative activities; and
Performs all of the duties of the lower level of this series.
Job Competencies:

All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values:

Communicates and demonstrates the ethics and values of the Trial Court.
Mission:

Understands, upholds, and communicates the Trial Court and Information Systems Departmental missions.
Applied Knowledge:

Knowledge and ability to support the Judiciary Information Systems Department in administering budgets, state contracts, procurement matters, and accounts management.
Problem Solving:

Accurately identifies and assesses moderate to complex fiscal errors and fiscal procedural issues within the department and initiates corrective action.
Continuous Learning:

Demonstrates a commitment to continuously improve himself or herself through professional development.
Commitment to Diversity:

Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Communication:

Demonstrates the capacity to ensure clear, informative and transparent communications to the facilities department and other Trial Court and government officials.
Collaboration:

Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.
Minimum Requirements:

Fiscal Specialist I Requirements:
Associates degree in accounting, bookkeeping , or related field and (2) two years of work experience in accounting or office management; or and equivalent combination of education and experience; A Bachelors degree is preferred;
Knowledge of bookkeeping, account, and other administrative procedures ;
Strong organizational and administrative skills ;
Ability to work professionally with judges, court officials, court personnel, and the general public;
Ability to communicate effectively in both oral and written form;
Demonstrated ability to use personal computers, including

MS Office

and related word processing and

spreadsheet software ;
Ability to perform Trial Court

fiscal procedures

in accordance with MMARS

accounting system ; and
Ability to type accurately and to effectively draft correspondence.
Fiscal Specialist II Requirements:

A minimum of three years of experience as a Fiscal Specialist I;
Considerable knowledge of Trial Court fiscal and administrative policies and procedures;
Demonstrated ability to perform fiscal analysis and to make projections;
Demonstrated ability to identify problems and to propose feasible solutions; and
Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment;
Proven ability to maintain accurate records and to prepare all necessary reports; and
Ability to handle highly confidential material with discretion.

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