Fiscal Specialist-Facilities -Region I-Springfield

Title: Fiscal Specialist-Facilities -Region I-Springfield

Pay Grade: Grade 14

Starting Pay: $65,320.58/Yr.

Departmental Mission Statement: The Facilities Management and Capital Planning department provides for the management and maintenance of 62 state-owned courthouses, and 42 leased facilities  located in ten counties of the Commonwealth. The Department is committed to administering effective property management, facility operations, facility renewal, and the delivery of quality customer service in support of the administration of justice throughout the Commonwealth.

Organizational Profile:
https://www.mass.gov/orgs/trial-court-facilities-management-capital-planning-department

Notes:

• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.
• This position  may be considered essential personnel in certain emergencies and may be required to work outside of regularly scheduled hours, including staying late or coming in early.

Position Summary: 

• Working within the Facilities Management Department of the Office of Court Management, a Fiscal Specialist serves as a member of the fiscal staff performing a variety of fiscal and administrative responsibilities and resolving moderate to complex fiscal issues that arise. 
• 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  

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 Regional Manager of Facilities Management or his/her designee in performing duties in accordance with established guidelines.

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.  

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Fiscal Specialist:  

• Fiscal Specialist I Requirements:  

   

  • Associate’s degree in accounting, bookkeeping, or related field and (2) two years' experience in accounting or office management; or and equivalent combination of education and experience; A Bachelor's 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, experience with SharePoint preferred. lity to perform Trial Court fiscal procedures in accordance with MMARS accounting system; and   Ability to type accurately and to effectively draft correspondence.  
  • Knowledge of the State’s accounting system; policies and procedures related to accounting preferred.
  • Knowledge of Mass State Finance Laws preferred.
  • Ability to prioritize work with varying deadlines and changing priorities.
  • Ability to work independently and in groups.
  • Previous experience working in a budget office for the Commonwealth of Mass preferred.    

   

  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.  
  • Knowledge of the State’s accounting system; policies and procedures related to accounting preferred.
  • Knowledge of Mass State Finance Laws preferred.
  • Ability to prioritize work with varying deadlines and changing priorities.
  • Ability to work independently and in groups.