Official Title: Fiscal Specialist I - Office of the Commissioner of Probation

Pay Grade: Grade 16S

Salary Range: 16S Entry Level Pay $69,397.90 to Pay Range Maximum $102,281.40

Starting Pay: $69,397.90 (Effective July 12, 2026) 

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement: Protecting and Building Safer, Healthier, Stronger Communities.

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

Position Summary: Performs varied budget and accounting tasks for an assigned region. Receives and processes requests for the purchase of goods and services by preparing the proper accounting documents in order to accurately record and account for regional transactions, fiscal tasks for departmental transactions. Reconciles budget and accounting information and prepares financial reports for Regional Manager. Performs administrative tasks in assigned office

Supervision Received: Works under the direction of a Department Head.

Essential Functions and Responsibilities: ● Coordinates annual, regional budget process, including preparing annual spending plans and expansion budget requests based upon information provided from the manager of the assigned Unit
● Provides direction and training for supervisors and maintenance staff regarding fiscal processes
● Assigns ServiceNow requests based on court location and trade specialty..
● Maintains the spending plan and budgetary control register for the

assigned region.
● Prepares requests for encumbrances and inter-subsidiary budget transfers; ensures funds are properly encumbered for approved contracts and programs.
● Functions as purchasing agent for the office purchasing all supply and equipment requests via CommBuys and/or SharePoint.. )
● Provides ongoing advice and information on the availability of funding for the purchase of goods and services; maintains files for purchase order requests.
● Reviews and verifies accuracy of invoices and prepares payment vouchers and other fiscal documents required to pay vendors for goods and services.
● Monitors payment and encumbrance transactions on the Massachusetts Management and Accounting Reporting System (MOSAIC); tracks fiscal transactions and responds to inquiries on the status of accounts.
● Assists vendors with payment research and responds to related inquiries.
● Works with the Fiscal Affairs Department of the Administrative Office of the Trial Court Management concerning fiscal and administrative matters.
● Performs fiscal planning, provides financial projections and participates in determining the way resources will be expended for the assigned region.
● Develops and maintains information in regional Facilities SharePoint site and other local databases to assist monitoring fiscal and administrative activities.
● Executes standard contracts and purchase order forms with vendors in accordance with OSD procurement policies and guidelines.
● Evaluates regional fiscal and administrative activities and recommends ways to improve such activities. Reviews, investigates and resolves complex billing problems May generate ad-hoc reports from the warehouse to evaluate fiscal activities.
● Evaluates fiscal and administrative activities and recommends ways to improve such activities.
● Reviews, investigates, and resolves complex billing problems.
● Generates ad-hoc reports from the warehouse to evaluate fiscal activities.
● Performs special projects.
● Performs other duties as required.

Job Competencies: Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are
equally committed to affording opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Demonstrates knowledge and understanding of Trial Court and State fiscal procedures and accounting principles and practices.
Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.
Problem Solving: Accurately identifies and assesses common fiscal errors and fiscal procedural issues within the department and initiates corrective action.
Communication: Demonstrates the capacity to ensure clear, informative, and transparent communications to the facilities department and other Trial Court and government officials.

Minimum Requirements: Education and Experience:

• Associate Degree or two years of college
• Four (4) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities: Knowledge:
● Ability to project expenses and create a spending plan within a budgeted total.
● Accounts receivable and payable duties and responsibilities Knowledge and
Microsoft Office Suite Programs
● Knowledge of the State’s Accounting and purchasing policies and procedures
● Knowledge of the State’s purchasing systems
● Bookkeeping, accounting and other administrative duties
● Knowledge of how to use and update a Budgetary Control Register (BCR)

Skill in:
● Time management
● Organization and prioritization
● Verbal and written communication
● Financial analysis
● Data input
● Independent judgment
● Analysis
● Attention to detail
● Problem solving
● Project management
● Decision-making

Ability to:
● Maintain accurate records
● Prepare reports
● Maintain confidentiality
● Identify and assess problems and provide solutions
● Record transactions
● Perform Trial Court fiscal procedures in accordance with the Office of the Comptroller policies and procedures.
● Analyze job specific reports
● Maintain working relationships
● Verify invoice accuracy

Supervisory Responsibility: This position serves as a lead worker.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires sedentary work:
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body