Fiscal Coordinator

2 weeks ago

Boston, United States The Commonwealth of Massachusetts Full time

Job Description The Office of the Child Advocate (OCA) is an independent executive branch agency with oversight and ombudsperson responsibilities, established by the Massachusetts Legislature in 2008. The OCA's mission is to ensure that children receive appropriate, timely and quality state services, with a particular focus on ensuring that the Commonwealth's most vulnerable and at-risk children have the opportunity to thrive. Through collaboration with public and private stakeholders, the OCA identifies gaps in state services and recommends improvements in policy, practice, regulation and/or law. The OCA also serves as a resource for families who are receiving, or are eligible to receive, services from the Commonwealth. The OCA values diverse perspectives, including candidates with lived experience in the child protective and/or juvenile justice system. The Fiscal Coordinator will be responsible for general business activities related to budgeting, accounting, auditing, financial reporting and purchasing of services and commodities. They assist with contracting and encumbrance management and generating information to inform leadership regarding decision-making, and coordinating the development, preparation, and implementation of the annual budget cycle activities. Additionally they process transactions in MMARS regarding accounts payable/receivable, encumbrances, as well as contracts and ISA's. Review of applications will start immediately and continue until the position is filled; those received within the first 14-days will be given preference. A resume and cover letter detailing your interest and qualifications are required parts of the application. DUTIES AND RESPONSIBILITIES 1. Conduct all facets of the accounts payable process in consultation with CFAO, including completing encumbrances, directing payments, creating and maintaining vendor/customer (VCUST) profiles as needed. 2. Keep accurate documentation of funding requests/approvals, encumbrances, invoices, and payments. 3. Process invoices and other transactions for timely payment of all agency traditional and/or operational goods and services, including vendor discounts. 4. Assist CFAO with posting RFP/Q/Rs, creating requisitions and orders in COMMBUYS. 5. Assist CFAO with preparation of procurement and contract documents - Review and analyze various contract forms and related documents for accuracy, content, completeness and for compliance of MGL and other governing State and Federal laws, regulations, and policies. 6. Assist CFAO with development of Interdepartmental Service Agreements (ISA). 7. Input contract encumbrances e.g., CT, PC, RPO, ISA, IE, etc. Ensure all contract and procurement documents meet budgetary requirements using personal computer (PC) based systems, the Commonwealth's accounting system, MMARS, and the Internet. 8. Report on contract expenditures against contract budgets. Reconcile expenditures using MMARS and Information Warehouse. Submit financial reports per Agency schedule. 9. Develop and/or maintain processes to ensure regular receipt of accurate invoices and provide timely problem resolution, as necessary. 10. Assist CFAO to provide research and resolve purchase order, contract, encumbrance, invoice, or payment discrepancies. 11. Develop standard and custom queries using the Commonwealth Information Warehouse (CIW) for accurate payment analysis as needed and run reports through the Commonwealth Information Warehouse (CIW) to assist forecasting operating expenses, and participate in the development of OCA's annual operating spending plan. 12. Assist the Chief Financial & Administrative Officer with financial projects and response to audit requests. 13. Support ongoing department initiatives such as creating an Administrative Operations Manual, and improving agency record keeping. 14. Provide excellent customer service internally and externally. 15. Perform other related duties as required. Qualifications • Knowledge of the principles and practices of business management. • Understanding of the methods of general report writing. • Knowledge of the methods used in the preparation of charts, graphs, and tables. • Knowledge of state purchasing procedures including terminology. • Comprehension of state budgeting and accounting procedures including terminology. • Experience utilizing the Massachusetts Management Accounting and Reporting System (MMARS), the Commonwealth Information Warehouse (CIW), and the Commonwealth official procurement record system - COMMBUYS • Highly proficient in using Microsoft Outlook, Teams, SharePoint, OneDrive, Word, Excel, Access, and PowerPoint. • The ability to develop spreadsheets, perform mathematical calculations, analyze data. • Superb attention to detail and time management. • Ability to exercise discretion in handling confidential information. • Ability to work independently & collaboratively. • Strong ability to plan and manage numerous processes, people, and projects simultaneously. • Ability to communicate effectively both verbally and in writing. Applicants must have at least (A) three 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, or (B) 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 experience. II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required 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 experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. Review of applications will start immediately and continue until the position is filled; those received within the first 14-days will be given preference. A resume and cover letter detailing your interest and qualifications are required parts of the application .

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