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Title: Fiscal Specialist-Plymouth

Pay Grade: Grade 14

Starting Pay: $63,418.15/Yr.

Departmental Mission Statement: The Facilities Management and Capital Planning department provides for the management and maintenance of 62 state-owned courthouses, and 42 leased facilities located in ten counties of the Commonwealth. The Department is committed to administering effective property management, facility operations, facility renewal, and the delivery of quality customer service in support of the administration of justice throughout the Commonwealth.

Organizational Profile:


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 for Region IV in Facilities and the primary location is Plymouth Trial Court.

The hours for this position is 8:00am-4:00pm.

Position Summary:

• Working within the Facilities Management Department of the Office of Court Management, a Fiscal Specialist serves as a member of the fiscal staff performing a variety of fiscal and administrative responsibilities and resolving moderate to complex fiscal issues that arise.
• The Fiscal Specialist also provides clerical support as needed.
• The position title above the entry level requires the performance of increasingly more responsible work which requires more knowledge of fiscal and administrative policies and the exercise of more independent judgment.
• Employees are hired at the entry level position title and are eligible for reclassification to the higher level position title within this series consistent with the specifications for the higher level position title.
• The position title reverts to the entry level when there is a vacancy

• Employees at this level are expected to perform a variety of fiscal duties related to budgeting purchasing, and billing.
• Fiscal Specialist II - This is the second level position title within this series.
• Employees at this second level are expected to perform higher level fiscal duties in the areas of fiscal planning and projections, to recommend ways to improve activities, and to exercise more independent judgment.

• Coordinates the annual budget process, including preparing spending plans and expansion budget requests based upon information provided by the manager;
• Maintains the budgetary control register and prepares and files the monthly expenditure reports;
• Determines the need, makes recommendations, and prepares requests for inter-subsidiary budget transfers; ensures that funds are properly encumbered for approved contracts and programs;
• Functions as a purchasing agent for the office purchasing all supplies and equipment;
• 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 (MMARS); 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 concerning fiscal and administrative matters;
• Provides administrative support for programs and operations performed within the office; and Performs related duties as required.

• Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended;
• Regularly 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;
• Develops and maintains data bases to assist in monitoring fiscal and administrative activities; and Performs all of the duties of the lower level of this series.

• Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
• Mission Understands, upholds, and communicates the Trial Court and Facilities Management Departmental missions.
• Applied Knowledge Knowledge and ability to support the Facilities Management fiscal staff in administering budgets, state contracts, procurement matters, and accounts management.
• Problem Solving Accurately identifies and assesses moderate to complex fiscal errors and fiscal procedural issues within the department and initiates corrective action.
• Continuous Learning Demonstrates a commitment to continuously improve himself or herself through professional development.
• Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
• Communication Demonstrates the capacity to ensure clear, informative and transparent communications to the facilities department and other Trial Court and government officials.
• Collaboration Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

• Working within the Facilities Management Department of the Office of Court Management, a Fiscal Specialist serves as a member of the fiscal staff performing a variety of fiscal and administrative responsibilities and resolving moderate to complex fiscal issues that arise.
• The Fiscal Specialist also provides clerical support as needed.
• The position title above the entry level requires the performance of increasingly more responsible work which requires more knowledge of fiscal and administrative policies and the exercise of more independent judgment.
• Employees are hired at the entry level position title and are eligible for reclassification to the higher level position title within this series consistent with the specifications for the higher level position title.
• The position title reverts to the entry level when there is a vacancy

• Employees at this level are expected to perform a variety of fiscal duties related to budgeting purchasing, and billing.
• Fiscal Specialist II - This is the second level position title within this series.
• Employees at this second level are expected to perform higher level fiscal duties in the areas of fiscal planning and projections, to recommend ways to improve activities, and to exercise more independent judgment.

• Coordinates the annual budget process, including preparing spending plans and expansion budget requests based upon information provided by the manager;
• Maintains the budgetary control register and prepares and files the monthly expenditure reports;
• Determines the need, makes recommendations, and prepares requests for inter-subsidiary budget transfers; ensures that funds are properly encumbered for approved contracts and programs;
• Functions as a purchasing agent for the office purchasing all supplies and equipment;
• 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 (MMARS); 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 concerning fiscal and administrative matters;
• Provides administrative support for programs and operations performed within the office; and Performs related duties as required.

• Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended;
• Regularly 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;
• Develops and maintains data bases to assist in monitoring fiscal and administrative activities; and Performs all of the duties of the lower level of this series.

• Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
• Mission Understands, upholds, and communicates the Trial Court and Facilities Management Departmental missions.
• Applied Knowledge Knowledge and ability to support the Facilities Management fiscal staff in administering budgets, state contracts, procurement matters, and accounts management.
• Problem Solving Accurately identifies and assesses moderate to complex fiscal errors and fiscal procedural issues within the department and initiates corrective action.
• Continuous Learning Demonstrates a commitment to continuously improve himself or herself through professional development.
• Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
• Communication Demonstrates the capacity to ensure clear, informative and transparent communications to the facilities department and other Trial Court and government officials.
• Collaboration Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.