Fiscal Specialist

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.

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

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

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

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

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

Update vendor attributes consistent with State Comptroller requirements and safeguards

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…