Fiscal Administrator
Job Description
POSITION SUMMARY:
The Fiscal Assistant is responsible for reconciling all appropriated funds, federal grants, state grants and trust accounts of the office. The Fiscal Assistant prepares all required financial grant reports along with mandated yearly reports to be filed with the Office of the Treasurer and Receiver General, and the Legislature. This position ensures compliance with the relevant requirements and guidelines of the Office of the State Comptroller, Office of the Treasurer and Receiver General, and the office's Policies and Procedures and Internal Controls.
DUTIES&RESPONSIBILITIES:
• Reconcile all appropriated funds, federal grants, state grants and trust funds.
• Enter weekly allotments, budget transfers and folio dates into Access database.
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• Maintain and reconcile accounts including Quicken, advance accounts, and bank statements.
• Process and submit monthly Expenditure of Advance documents
• Create and maintain vendor files.
• Oversee and reconcile Massachusetts State Police (MSP) overtime expenditures.
• Work with CFO and Assistant District Attorney to process all allowed forfeiture orders, allocate funds, accordingly, and prepare annual state forfeiture expenditure reports.
• Ensure compliance with appropriate internal controls and financial procedures to comply with all federal and state requirements.
• Coordinate cell phones and business cards for office staff.
• Prepare and maintain grant financial records and periodic reports.
• Review and enter employee reimbursements into the Human Resources Compensation System (HR/CMS).
• Utilize the Commonwealth Information Warehouse (CIW) to develop financial reports.
• Assist CFO with audits and public records requests.
Qualifications
QUALIFICATIONS:
• Minimum of associate's degree in accounting, finance, business administration, or one to three years of experience in accounting, bookkeeping, or financial administration.
• Strong understanding of financial reconciliation, budgeting, and expenditure tracking.
• Experience using accounting software (e.g., Quicken), financial management databases, and Microsoft applications (Excel, Word).
• Experience working with government agencies, grant management, or public sector finance is a plus.
• Familiarity with Commonwealth financial reporting and payroll systems, such as MMARS, Mosaic, Access and HR/CMS is a plus.
• Strong attention to detail and accuracy in financial record-keeping.
• Ability to handle confidential financial data with discretion.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to collaborate effectively with internal teams, vendors, and government agencies.
• Ability to work independently and problem-solve financial discrepancies.
Perks and Benefits
Health and Wellness
- Health Insurance
- Health Reimbursement Account
- Dental Insurance
- Vision Insurance
- Life Insurance
- Short-Term Disability
- Long-Term Disability
- FSA
- HSA
- Mental Health Benefits
Parental Benefits
- Adoption Assistance Program
- Family Support Resources
Work Flexibility
- Flexible Work Hours
- Hybrid Work Opportunities
Office Life and Perks
- Commuter Benefits Program
Vacation and Time Off
- Paid Vacation
- Paid Holidays
- Personal/Sick Days
- Volunteer Time Off
Financial and Retirement
- Pension
- Financial Counseling
Professional Development
- Promote From Within
- Mentor Program
- Access to Online Courses
- Lunch and Learns
- Internship Program
- Leadership Training Program
- Associate or Rotational Training Program
Diversity and Inclusion
- Diversity, Equity, and Inclusion Program