Federal Accounting

Description

The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves, where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates who are committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.

The Federal Accounting and Reporting Unit is responsible for working with the State Comptroller and the State Treasurer to ensure that federal funds are received in a timely manner and in compliance with all federal and state regulations. This includes managing all fiscal matters associated with the account establishment, tracking draw down of funds from the Federal Government, reconciliation and reporting requirements of expenses and revenues for federal grants. This office provides reports and gathers data for units within DESE’s Administration and Finance Center and areas throughout the agency.

Key Responsibilities:

Set up of grants into the Reimbursable Grant Structure of the state accounting system (MMARS)

• Review Continuing and New Grant Awards received by the United States Department of Education (USED, the United States Department of Agriculture (USDA) and the United States Department of Health and Human Services Grants (USHHS).
• Enter set-up tables into the state accounting system detailing grant data, including CFDA#, UEI number, Award Identification, specific drawdown system used, $ Amount, period of the grant including AP period, Name and FAIN number.
• Prepare set-up document (BGRG) into the state accounting system creating the award in the Reimbursable Grant Structure of MMARS via DocuSign attaching appropriate backup.
• Maintain internal tracking log as well as maintenance of paperless federal program files. Follow up, as necessary. 

2. Reconciliation of MMARS disbursements to the Federal Payment Systems

• Using the Commonwealth Information Warehouse (CIW), run the weekly disbursements report. (495W).
• Reconcile 495W Report to Federal Payment Systems; the US Department of Education’s Grants Management System (G5), the Automated Standard Application for Payments (ASAP), and the Payment Management Services (PMS) on a weekly basis.
• Post Federal Draws to Excel spreadsheet by award, maintaining a running balance for each Program.
• Reconcile at the end of each month the available balances on the Federal Systems G5, ASAP, and PMS to the Revenue balances in MMARS. 
• Prepare CR’s, CH’s, Book Entries, Manual Draws and CDs for any variances found.
• Draw Rejects should be resolved immediately working with the State Comptroller’s Office, the Federal Funds Auditor and Program Staff preparing necessary documents as needed.
• Maintain accurate paperless records for the Unit needed by internal staff as well as for the Single Audit and Federal and State Reviews.

3. Participate in ISA (Interdepartmental Service Agreement) and EX (Expenditure Correction) oversight and set up.

• Review ISAs including Parts A, B and C and recommend changes where necessary.
• Complete Part C of ISA and enter all set-up tables and BGRG Document into MMARS.
• Work with Budget for completed contract to be approved by OSC in a timely manner. Follow up, as necessary. 
• Review EX’s for accuracy, ensuring funds are available to move, Expense Budgets have been entered and then enter Document into MMARS. Review payments being moved ensuring all chart of account elements have been captured correctly before sending to supervisor.

4. Prepare Commonwealth Information Warehouse (CIW) queries and reports for the unit as well as ad hoc reports for other units within the A&F Center and DESE program staff.

• Meet with individuals or units to determine their needs in order to pull correct data from CIW.
• Run Queries and test results prior to data being given to requestor. 
• Attend (CIW) user group meetings.

5. Assist in the Federal Funding Accountability and Transaction Act (FFATA) Reporting 

• Collect information and reconcile grant activity being compliant with FFATA requirements.
• Gather data from the grants management subsystem (GEM$) to be uploaded into the FFATA Subaward Reporting System (FSRS) meeting all timelines.
• Gather data from MMARs to be uploaded into the FSRS system meeting timelines.
• Adhere to FFATA reporting requirements and maintain documentation that the requirements have been fulfilled.

6. Track State and Federal Return of funds

• Participate in monthly updating of state grant return spreadsheets for use by program and budget staff, and ensure refunds in sub-systems agree to MMARS.
• Gather monthly state grant returns and report them to budget staff for possible re-allocation.

7. Return of Funds to the Federal Government

• Work with unit to create a list of USED, USDA and USHHS federal funds that need to be returned to the federal government. A check with a cover letter is sent to the awarding agency detailing accounting attributes.
• Reviews the reason for the return (ERs, CAs, EXs, PRADJs) to be shared with program units.
• Determine if there is enough revenue in the current fiscal year as an RF1 document is processed, if current fiscal year revenue supports the transaction, otherwise it needs to be returned via a GAX with object T04.

8. Closeout of the State Fiscal year

• Test to ensure Revenue and Expenses have posted to the same Budget Fiscal Year. Prepare pushback documents if necessary. 
• Ensure that Child accounts with excess revenue are moved back to DESE before the end of Period 13.
• Set up new paperless file for the new Fiscal Year/Budget Fiscal Year.

9. Closeout of Federal Fiscal year

• Project funds that may need to be drawn before an Award falls of a draw system.
• Work with the Budget Unit to determine any fringe and indirect that may post after the last day to draw. 
• Prepare CH or Manual Draw and CD depending on the draw cycle.
• Work with Nutrition Program staff so that the ending Statement of Account from USDA agrees with MMARs.

10. Reconcile subsystem activity to the state accounting system

• Ensure the Obligated amount agrees to GEM$
• Tie disbursements in MMARs to payments from sub-systems.
• Ensure cash expenses reported for Nutrition agree to the Cost Accounting structure in MMARs.
• Identify and resolve any discrepancies

Preferred Qualifications:

• Experience and knowledge using the state accounting system (MMARS).
• Experience and knowledge running reports and/or queries using the Commonwealth Information Warehouse (CIW).
• Experience and knowledge working with and using Microsoft Office (Word, Excel, Access, etc.).
• Knowledge of state accounting forms and procedures.
• Knowledge of the law, rules and regulations governing federal grant administration.
• Knowledge of the organization of state government.
• Ability to develop spreadsheets, perform mathematical calculations, and analyze data.
• Ability to understand, interpret, explain, and apply state and federal fiscal laws, rules, regulations, policies, and procedures.
• Ability to exercise sound judgment and to exercise discretion in handling confidential information.
• Ability to communicate clearly and efficiently.
• Ability to work independently and in a team setting.
• Knowledge of federal drawdown and reporting systems.

**Questions regarding this posting or the application process should be referred to Dawn DeRoche in Human Resources at Dawn.E..

Please include a resume and cover letter with your submission.

*Please note: In December, 2023 our office will move to: 135 Santilli Highway, Everett, MA 02149.

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 experience in accounting or auditing, of which at least (B) two years must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience.*

II. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience.*

III. A Graduate degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience and one year of the required (B) experience.*

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

NOTE: Educational substitutions will only be permitted for a maximum of one year of 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.

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