Director of Fiscal Management

Director of Fiscal Management

The Executive Office of Aging & Independence (AGE) seeks a highly motivated and independent individual to join our finance team as the Director of Fiscal Management. The Director is responsible for leading, coordinating, and overseeing AGE’s procure-to-pay pipeline, including procurement, contracting, accounting, and accounts payable processes. The role serves as AGE’s Chief Procurement Officer, MMARS Liaison, and GAAP Liaison; holds Department Head Signature Authority on behalf of AGE, authorizing contracts and other financial transactions as appropriate.

The Director updates processes to leverage new technologies and fiscal best practices, ensures compliance with the Office of the State Comptroller, the Executive Office for Administration and Finance, federal oversight agencies, and relevant regulations and laws, and manages a team of 6 employees ranging from Accounts Payable and Contract Specialists to Accounts Payable and Contract Specialists.

• Contracting
  • Oversee timely and accurate production and execution of contract documents; ensure all documents and supporting files are maintained and stored per state finance law; provide final internal approval on contracts and encumbrances for transactions under the agency’s delegation amount.
  • Collaborate with internal and external stakeholders to ensure all contract documents contain necessary provisions, requirements, and information to comply with state finance law, oversight agency requirements, and federal grantor requirements.
  • Lead maintenance of the agency’s federal Cost Allocation Plan; review and submit indirect costs to the Office of the State Comptroller; reconcile indirect costs charged to agency appropriations.
• Accounting
  • Ensure encumbrances are established correctly with appropriate account elements per internal budget plans and Office of the State Comptroller requirements.
  • Oversee and submit required accounting transactions such as journal entries, encumbrance corrections, ISA management, and child account creation.
  • Oversee the monthly reconciliation process for all state and federal appropriations and ensure accurate provision of encumbrance data for invoice setup in the agency’s E-Invoicing IT system.
  • Assist with approving invoices received through E-Invoicing and manually submitted invoices; oversee the reconciliation and audit process for the agency’s Purchasing Card program.
• Procurement
  • As AGE Chief Procurement Officer, provide oversight of the procurement of POS contracts and other goods and commodities, including managing and/or actively participating in all procurement phases.
  • Advise on development of scopes of work, procurement and contract requirements, and procurement strategy.
  • Analyze operational needs and recommend changes to improve effectiveness and efficiency of procurement, contracting, and accounting operations.
• Federal Grants Management
  • Prepare required financial documentation for grant applications; ensure new federal grants are accurately established in MMARS.
  • Monitor federal grant drawdowns to ensure revenue is accurately recorded on agency appropriations; collaborate with the Office of the State Comptroller to resolve drawdown errors and initial manual draws.
  • Oversee production of federal financial reports for all grants, including reviewing and certifying reports in federal grant IT systems.
  • Collaborate with the Chief Financial Officer and Budget Director to determine available cash flow for federal grants and determine the amount of funding available to issue in contracts.
• External Vendor and Program Support
  • Work closely with the AGE Budget Director and CFO to provide monthly and quarterly spending reports and ongoing support to all external vendors and AGE programs.

• Certified Public Accountant or Master’s Degree in Accounting, Finance, Public Administration, or Business Administration.
• Knowledge and understanding of accounting principles and practices applied to GAAP, GAGAS, GAAS, and related accounting methods promulgated by GASB and AICPA.
• Knowledge of organizational development techniques, principles and methods.
• Familiarity with financial management…