Title: Fiscal Administrator - Office of the Commissioner of Probation

Pay Grade: Grade 18

Starting Pay: $ 89,203.40

Departmental Mission Statement: 

The Massachusetts Probation Service’s mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

ORGANIZATIONAL PROFILE:
https://www.mass.gov/orgs/massachusetts-probation-service

Notes: 

• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

• This position is open only to current employees of the Fiscal Division within the Office of the Commissioner of Probation.

Position Summary: 
The Fiscal Administrator supports the Manager of Business Operations in overseeing all Probation Service financial management matters by providing supervision of fiscal operations relating to expenditures for materials and supplies, equipment, and services associated with maintenance of operations and purchases for all probation departments, training operations center and administrative office for the MPS.

Supervision Received: Works under the direction of the Manager of Business Operations.

Duties: Supervises and oversees fiscal operations relating to expenditures for all goods and services associated with the Massachusetts Probation Service.

Utilizes the Massachusetts Management Accounting and Reporting System (MMARS) to perform a variety of tasks including verify funding, contract balances, object codes, payments and vendor information;

Uses COMMBUYS to procure various services and goods from vendors under statewide contracts;

Review and comprehend contract plans and specifications for various types of projects;

Assists the Manager of Business Operations in the development of Request for Proposals (RFP) to ensure compliance with State procurement laws and Trial Court policies and procedures;

Assists in the advertisement of RFP and Invitation for Bids (IFB) using COMMBUYS, Central Register and Newspapers as per M.G.L. c. 149 and c. 30-39M;

Assists the Manager of Business Operations and the Legal Department in the review of contract documents submitted by vendors to verify compliance with all the requirements;

Maintains the budgetary control register, prepares, and files the monthly expenditure reports.

Identifies the need and assists fiscal staff in preparing requests for inter-subsidiary budget transfers. Ensures that funds are properly encumbered for approved contracts and programs.

Assists in the review of bid submittals and related documents for accuracy prior to award;

Assists in resolving vendor conflicts and concerns by proactively communicating with the vendor and the MPS staff;

Assist in tracking and maintaining projects, and records;

Oversees bookkeeping and financial functions for all funded MPS projects including the preparation of encumbrances and payments;

Performs related duties as required;

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Fiscal Administrator:

Associate’s degree and (5) years of experience in Accounting or other related field of fiscal responsibility (preferably involving the State of Massachusetts); or an equivalent combination of education and experience.

Demonstrated Knowledge of and proficiency in the use of personal computers and related business software, including MS Word and MS Excel and MS PowerPoint;

Demonstrated knowledge of contract laws, statewide contracts guidelines and policies;

Strong organizational and communications skill;

Demonstrated ability to independently complete assignments and to handle multiple assignments;

Ability to operate current standard office equipment;

Strong interpersonal skills and the ability to work professionally with others;

Ability to analyze administrative problems and to develop feasible solutions;

Ability to communicate clearly and effectively in oral and written form;

Self-motivation and a commitment to continuing professional development;

Ability to travel to court locations throughout the State;