Fiscal Administrator

POSITION SUMMARY: The Fiscal Administrator is responsible for managing the Northwestern District Attorney's Office (NWDAO) accounts payable process, procurements and inventory control. This position will ensure compliance with the relevant requirements and guidelines of the Office of the State Comptroller, The Operational Services Division (OSD) and NWDAO's Policies and Procedures and Internal Controls.

DUTIES & RESPONSIBILITIES:

• Manage Accounts Payable, Inventory, Procurement and Reconciliation;

• Prepare and process invoices, encumbrances, contracts, vendor updates and other transactions in the Massachusetts Management Accounting and Reporting System (MMARS);

• Manage the timely processing of invoices ensuring all discounts where applicable are met on behalf of the department;

• Creating and maintaining vendor files in MMARS;

• Arrange employee conference travel;

• Work to resolve payment inquiries, vendor issues and financial concerns;

• Initiate and modify entries in the internal Budgetary Control Register;

• Prepare contracts and other budgetary documents;

• Conduct procurements and perform purchasing functions via the CommBuys system;

• Initiate, modify and dispose of inventory within NWDAO's internal inventory database;

• Ensure compliance with appropriate internal controls and financial procedures to comply with all federal and state requirements;

• Review and enter all employee reimbursements into the Human Resources Compensation System (HR/CMS);

• Create and maintain accurate fiscal and vendor files;

• Utilize the Commonwealth Information Warehouse (CIW) to develop financial reports;

• Develop Excel spreadsheets to support new program requirements, in particular federal grants;

• Perform data analysis on spending activity and advise Chief Financial Officer (CFO) when spending is exceeding (or below) budget benchmarks;

• Assist CFO with audits and public records requests;

• Create and maintain strong relationships with vendors and community partners; and

• Perform any other duties related to the position of Fiscal Administrator requested by the Chief Financial Officer or another member of the Senior Management Team when needed.

BENEFITS:

The NWDAO is pleased to offer a comprehensive benefits package to its employees.

The overall benefits available include: Paid Vacation, Sick and Personal Leave Time; Health, Dental and Vision Insurance through the Commonwealth's Group Insurance Commission; and a pre-tax Health Savings Account optional plan. In addition, the NWDAO provides employees the opportunity to elect Life Insurance, Long-Term Disability Insurance, Deferred Compensation Savings, Tuition Remission, along with other programs.

NWDAO employees also participate in the Commonwealth's State Retirement Plan, which can become a defined benefit plan for those that both vest and subsequently retire from state service.

The NWDAO provides the ability for new full-time employees to accrue two weeks of paid vacation leave per year, up to five personal days of leave per year (depending upon the quarter of the year that one's employment begins), twelve recognized state / federal paid holidays, and the opportunity to accrue up to 9.375 hours of paid sick leave per month.

This position is one which is eligible for the Public Service Loan Forgiveness Program.

COMMITMENT TO DIVERSITY, INCLUSION & EQUAL OPPORTUNITY:

The Northwestern District Attorney's Office is committed to cultivating and sustaining an equitable and inclusive work environment where diversity is celebrated and all employees feel valued, respected, and engaged. We strive to have a staff diverse in culture, background, and perspective. We afford equal opportunity to all persons regardless of race, color, religion, sex, national origin, age, military status, sexual orientation, sexual identity, handicap/disability, gender, gender identity, ancestry, genetic information, or any other legally protected class. We are proud to be an Equal Opportunity and Affirmative Action employer. In recruiting for our team, we welcome the unique contributions that staff can bring to our District Attorney office.

TO APPLY:

Applicants must submit cover letter, resume and Employment Application Form (form located under the "Employment & Internships" tab at www.northwesternda.org) to martha.murphy.kane@mass.gov. Candidates are encouraged to visit the NWDAO website at www.northwesternda.org to learn more about the work of the office.

Qualifications

• • Associate's or bachelor's degree in accounting, finance, business administration, or a related field;

• 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, BCR, CIW, 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; and

• Ability to work independently and problem-solve financial discrepancies.

Client-provided location(s): Amherst, MA

Job ID: Commonwealth_of_Massachusetts-250006XQ

Employment Type: FULL_TIME

Posted: 2025-09-27T18:33:28