Fiscal Services – Deputy Director

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Job Description - Fiscal Services – Deputy Director (260005TQ)

Job Description

Fiscal Services – Deputy Director - (260005TQ)

Description

The Department of State Police is seeking a Deputy Director of Fiscal Services. The primary purpose of this position is to ensure effective financial management for the Department. The Deputy Director will assist with directing and monitoring purchasing and accounts payable activities by developing and implementing policies, procedures, and priorities consistent with the policies of the Department, Operational Services Division, Office of the Comptroller, and applicable state finance laws and regulations.

• Review and analyze financial reports, documents, and statistical data.
• Evaluate program standards and service agreements.
• Provide reconciliations and budgetary forecasts and confers with agency staff about purchasing needs to prepare unit and program budget requests and recommendations for inclusion in the agency’s annual spending plan. Oversees the purchasing and accounts payable activities of agency personnel to monitor use of allocated funds and control for adherence to established guidelines, rules, internal controls, and standards for financial reporting.
• Be the direct supervisor of staff Accountants who handle financial transactions and related duties.
• Provide fiscal guidance and training to the Department workflow staff who engage in financial activities for the agency.
• Responsible for financial recordkeeping and retaining business process documentation in conformance with the Statewide Records Retention Schedule.
  
  This responsibility includes a comprehensive understanding of accounts payable, contracts, and other procurement-related documents that codify the terms and conditions of financial agreements between the Department and its vendors, contractors, and providers of commodities & services.
• Reconcile and forecast expenditures identifying spending trends.
• Provide the Director of Finance and the Director of Fiscal Services with reports and documentation of operations as needed for fiscal management, accounting, and reporting purposes.
• Utilize Commonwealth Information Warehouse (CIW), Massachusetts Accounting System (Mosaic) and Microsoft products.
• Manage and supervise the Fiscal Services staff by planning and assigning routine and project-based work.

• Exercising quality control over staff work product;
• Evaluating job performance;
• Monitoring staff attendance and approving weekly time reporting;
• Coordinating work schedules to maintain adequate staffing for uninterrupted workflow and unit coverage;
• Addressing employee conduct and actions with progressive discipline as appropriate;
• Assisting direct reporting staff as necessary to meet management’s obligation to sustain a safe, equitable, productive workplace per the applicable collective bargaining agreement(s) and state laws, regulations and policies and developing and implementing relevant and effective interventions such as internal control plans and guidelines;
• Developing and delivering on-the-job training as needed to properly educate all agency employees about approved financial processes.

• Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results) or (B) any equivalent combination of the required experience and substitutions below

• I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.
• II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.
• III. A Graduate degree in a related field may be substituted for three (3) years of the required experience.
• IV. A Doctorate degree in a related field may be substituted for the…