In compliance with the Trial Court’s Mandatory Vaccine Reporting and Weekly Testing Policy, hired candidates must provide proof of COVID-19 vaccination to the Trial Court’s Human Resources Department prior to their start date or agree to submit to weekly testing as a condition of employment.
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Title: Fiscal Assistant-Lowell Judicial Center
Pay Grade: 10
Starting Pay: $42,163.14
Departmental Mission Statement: Departmental Mission Statement: The Facilities Management Department of Trial Court provides for the management and maintenance of 63 state-owned courthouses located in ten counties of the Commonwealth. The Department is committed to administering effective property management, and for ensuring the delivery of quality services necessary for the efficient and reliable operation of all of the facilities which it maintains.
FACILITES MANAGEMENT & CAPITAL PLANNING ORGANIZATIONAL PROFILE:
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 will have occasional travelling.
Position Summary: Working within the Facilities Management Department of the Office of Court Management, a Fiscal Assistant supports the fiscal staff in performing a variety of fiscal and administrative responsibilities. The Fiscal Assistant 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.
ORGANIZATIONAL LEVEL: Fiscal Assistant I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of standard fiscal and administrative duties related to timekeeping, purchasing, billing, and administrative matters as needed.
Fiscal Assistant II - This is the second level position title within this series. Employees at this second level are expected to perform more complex fiscal duties in the areas of payroll, timekeeping, purchasing, and billing. Employees at this level require less supervision and may work independently in a satellite office. SUPERVISION RECEIVED: Receives general direction from the Director of Facilities Management or his/her designee in performing duties in accordance with established guidelines.
Fiscal Assistant I Duties: Responsible for maintaining time and attendance for office staff; Responsible for assisting with the preparation of payment vouchers for submission; Performs purchasing for routine office supplies and equipment; Maintains files for purchase order requests and the preparation of payment vouchers and other fiscal documents required to pay vendors for goods and services; Provides administrative support as needed; and Performs related duties as required.
Fiscal Assistant II Duties: Performs basic payroll data entry and is responsible for time and attendance; Responsible for the purchasing non-routine office supplies departmental equipment; Assists with the budgetary control register and prepares and files the monthly expenditure reports.; Provides administrative support for programs and operations performed within the office; Assists fiscal staff on special projects; Assists in maintaining data bases to monitoring fiscal and administrative activities; and Performs all of the duties of the lower level of this series.
• Ethics and Values: Communicates and demonstrates the ethics and values of the Court Facilities Department and the Trial Court.
• Mission: Understands, upholds, and communicates the Trial Court and Court Facilities Department missions.
• Applied Knowledge: Understands standard facility management methods, codes, and operational best practices.
• Problem Solving: Accurately assesses custodial problems of a routine nature and initiates corrective action.
• Continuous Learning: Demonstrates a commitment to continuously improve himself or herself through training and making use of new methods and equipment.
• Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
• Customer Service: Contributes to a departmental environment emphasizing conduct that is courteous and professional toward both Trial Court employees and the public.
• Collaboration: Works with others cooperatively, and demonstrates teamwork, contributing to a work environment that focuses on shared goals.
Minimum Requirements: These are the minimum requirements necessary to apply for the position of Fiscal Assistant:
Fiscal Assistant I Requirements: High School Diploma and (2) two years' experience in accounting or office management; or and equivalent combination of education and experience; An Associate's Degree is preferred; Knowledge of bookkeeping, accounting, 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; and Ability to type accurately and to effectively draft correspondence.
Fiscal Assistant II Requirements: A minimum of three years of experience as Fiscal Assistant I or related Trial Court position; Considerable knowledge of Trial Court fiscal and administrative policies and procedures; Considerable experience performing time and attendance as well as basic payroll functions; Demonstrated ability to identify problems and to propose feasible solutions; and Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment; Knowledge and ability to support the administration of budgets, state contracts, procurement matters, and accounts management; 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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Employment with the Trial Court is contingent upon passage of a criminal record check.