Title: Fiscal Coordinator - Office of the Commissioner of Probation

Pay Grade: Grade 16

Starting Pay: $ 75,933.78

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:

http://www.mass.gov/courts/probation

Notes:

• This job posting is open to current Probation Department employees that work in the OCP Payroll/Fiscal Department only. Applicants must be employed within Probation Department employees that work in the OCP Payroll/Fiscal Department to be considered. 
• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary: Working within the Probation Service Central Office, the Fiscal Coordinator is responsible for the administration of fiscal activities in the Central Office and other offices within the Probation Service. Fiscal responsibilities are performed in such areas as purchasing, bids, encumbrances, ensuring cost-effectiveness, and administration of service contracts.

SUPERVISION RECEIVED: This position will receive direct supervision and evaluation from the Probation Fiscal Administrator.  

Duties: Fiscal Coordinator Duties:
• Receives, assesses and responds to requests from Probation Offices for the purchase of Specialty item purchases;
• Prepares and submits complete, accurate and appropriate procurement and encumbrance documents for approval and processing;
• Develops and conducts surveys and needs assessment tools to identify replacement needs and support budget requests;
• Develops and maintains Excel data bases designed to track procurement activities;
• Prepares and submits monthly procurement activity report to the Fiscal Administrator;
• Supervises the work of less senior fiscal staff within the Probation Central Office;
• Reviews documents submitted by Probation Offices to ensure compliance with procurement policies and procedures;
• Assess the usefulness, functionality and condition of existing equipment and recommend changes as appropriate;
• Monitors contracts and make recommendations for change based upon performance and budgetary consideration;
• Determines the need, makes recommendations and prepares requests for inter subsidiary transactions;
• Administers service contracts;
• Reviews all encumbrance documents;
• Manages the vehicle fleet;
• Maintains accurate records in conformance with the standards promulgated by the Office of Court Management and the Comptroller of the Commonwealth.
• Supervises all aspects of purchasing activities; and
• Performs related duties as required.

Job Competencies: All applicants must be able, through the interview process, to prove efficiency in the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
Mission Understands, upholds, and communicates the Trial Court and Probation Services Department missions.
Applied Knowledge Demonstrates ability with MS Office and can properly support the administration of Trial Court fiscal procedures and policies
Problem Solving Addresses issues regarding purchasing, encumbrances, and service contracts in Probation Services and recommends and facilitates appropriate solutions
Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Fiscal Coordinator:
• Bachelor's degree from an accredited college or university in business or related field, or an equivalent combination of education and experience.
• 4 or more years' of experience in budgeting or accounting;
• Knowledge of budgeting functions, procedures and operations;
• Proficient in the use Microsoft Office including: Excel, Access, and PowerPoint;
• Ability to prepare financial and general reports;
• Ability to work on multiple projects at a time;
• Ability to communicate clearly and effectively in oral and written form;
• Ability to handle sensitive matters on a confidential basis;
• High attention to detail in administrative matters;
• Ability to adapt quickly to changing operational circumstances;
• Ability to analyze problems and to develop feasible solutions;
• Strong interpersonal skills and the ability to work professionally with court officials, judges, attorneys, and the general public, and to maintain effective working relationships;
• Ability to work on multiple projects at a time;
• Ability to work independently as well as part of a team;
• Self-motivation and a commitment to continuing professional development; and
• Ability to travel to court locations throughout the State.