Fiscal Specialist

 ATTENTION APPLICANTS: DO NOT APPLY FOR THIS POSITION USING THE MASS CAREERS WEBSITE. TO APPLY go to:  Middlesex County DA's Office - Current Openings

Position Summary

The Fiscal Specialist works as part of a team among the Administrative & Finance staff of the Middlesex District Attorney’s Office (MDAO) with primary responsibility for managing all aspects of the daily encumbrance, procurement, accounts payable, and accounts receivable functions of the MDAO. This includes daily use of MOSAIC, the Commonwealth’s accounting system and the Commonwealth’s Information Warehouse (CIW). This includes managing expenses against the MDAO’s current budget, assisting the CFO in developing future budget projections and budget requests, and procuring goods and services consistent with the required policy, procedures and statutes. Significant involvement with the MDAO fiscal year closing and opening activities are required which may impact the ability to schedule vacation time during this period of time. The Commonwealth fiscal year closes on June 30th.

This is a great opportunity for a self-motivated individual that enjoys being part of a fast-paced office, is able to multi-task, re-prioritize regularly and has an unwavering attention to detail. The successful candidate will also enjoy working with numbers; have the ability to think logically; have a passion to solve problems; and understand the important role this position plays in advancing the mission of the MDAO. The successful candidate will politely, courteously and professionally represent the MDAO in dealings with other state agencies within the scope of this position.

 S/he will also have experience working with Access, Excel and Word in a professional office setting. Experience with MOSAIC and a Data Warehouse system are preferred, as well as experience creating and running Access data queries.  S/he will have a demonstrated ability to accurately and timely manage the Accounts Payable and Budget Management processes.

 The successful candidate will have the ability to immediately manage the existing budget procedures and will also have the ability to identify for management consideration, potential systematic and policy changes that would improve and streamline the operation of the budget office procedures while also maintaining the necessary safeguards.

 The Fiscal Specialist reports to the Chief Financial Officer (CFO) and also works with the Payroll Analyst, the other Administrative Directors, the leadership of the office, members of the staff, other state agencies and outside vendors.

Primary Responsibilities

·        v  Budget Management

• Verify that expenses are tracking to current budget.

• Work with CFO to adjust budget throughout the fiscal year, as required due to changed               circumstances

• Run, review, and analyze appropriate best practice reports to provide necessary fiscal                  information to the CFO

• Input approved budget change documents

• Contribute to the development of the monthly fiscal reports

   

 v Accounts Payable

•       Receive, verify and process invoices consistent with stated procedures and time standards

•       Accurate and timely processing of AP documents; prepare payment documents for review         and approval of CO

•       Research past due issues with vendors and staff

•       Maintain fiscal vendor files

•       Coordinate staff reimbursement process

 v  Accounts Receivables / Banking

• Work with COO to ensure proper checks and balances are in place for AR procedures

• Regular banking responsibilities (deposits to bank, positive pay interface)

v  Encumbrance Management

• Prepare and manage encumbrances for all expenditures under direction of the CFO

• Update vendor attributes consistent with State Comptroller requirements and                               safeguards   

v  Procurement

• Coordinate purchasing of approved goods and services consistent with MDAO procedures        (contract management, Operational Services Division (OSD) commodity pricing, bid                       procedures, developing & maintaining bid files, utilizing OSD procurement procedures (as         appropriate), managing purchase orders, coordinating that goods & services are                           encumbered against proper funding source, and other special requirements are met)

         vArrange authorized travel and related arrangements 

  v  Monitoring / Reconciling / Reporting

• Run appropriate reports, based upon Comptroller best practices or equivalent, to verify AP,       AR, account balances, spending against budget; encumbrance management; reconcile                 errors and provide necessary information to CFO. 

   

•       Run and review MDAO created Access reports against data warehouse to ensure payroll,           AP, AR information is captured correctly for all daily, bi-weekly, fiscal year opening / closing         payroll operations across all accounts.      

v  Customer Service Focus

• Ability to respond in a timely manner to inquiries via telephone, e-mail and walk-in on                 budget policies, budget related questions from staff and vendors. Direct questions to                   appropriate manager if unable to answer or beyond scope of responsibility 

• Ensure that vendor paperwork is completed: procurement stage, receipt of goods and                 services, payment and payment files. 

• Assist in reviewing, revising, implementing and managing budget policies and procedures;         and the MDAO Internal Control Plan.

• Appropriately raise issues and /or questions for supervisor in a timely manner 

• Affirmatively notify supervisor and employee of any payroll or Time & Attendance issues,           especially those that may impact employee payroll 

• Timely manage employee reimbursements, and approved procurement requests

  vGrants

•  Assist with grant related purchasing, encumbering, payments, tracking & reporting 

vSystems & Procedures Improvement 

• Continuously  evaluate current systems and procedures with a focus towards improving             efficiency while maintaining safeguards

v Other Areas of Responsibilities

• State Police Weekly Overtime Report 

• Assist with office-wide Inventory 

v  Other Requirements

•  Flexibility to manage your own vacation and leave time, as appropriate, so as not to                     interfere with significant budget activities

• Demonstrated ability to maintain confidentiality, exercise sound judgment  Responsibilities        may be modified (additions, deletions, changes) from time to time to meet the needs of the        office