Fiscal Representative

Job Type
Finance/Accounting/Lending
Organization
Massachusetts Department of Housing and Community Development
Address

100 Cambridge Street, 3rd floor
Boston, MA
United States

Job Description

The Department of Housing and Community Development (DHCD) is seeking a Fiscal Representative within DHCD’s Office for Administration & Finance (OAF) who will support DHCD’s Division of Community Services.

DHCD is a state agency within the Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents.

DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management.

The Fiscal Representative evaluates performance, provides technical assistance and financial compliance monitoring of individual small cities Community Development Block Grant (CDBG) and CDBG Coronavirus Aid, Relief, and Economic Security (CARES) Act recipients.  The incumbent participates in evaluating applications for funding and providing technical expertise in one or more areas of compliance with program regulations, requirements, and policies; trains new staff on desktop compliance and performance review documents, on-site monitoring techniques and use of the prescribed review checklist; and reviews subsequent CDBG/CARES monitoring reports to ensure consistency with any compliance findings cited and corrective action required of the grantee.

The Fiscal Representative reports to the Fiscal Director of Community Services and has no direct reports.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

Technical Assistance and Support

  • Provides technical assistance to assigned Community Development Block Grant (CDBG and CDBG CARES) recipients for all program activity in the area of financial management standards prescribed by federal and state program regulations and requirements.
  • Speaks on fiscal issues at trainings held by CDBG program staff.
  • Troubleshoots IntelliGrants issues with grantee and if unresolved follows-up with IntelliGrants point of contact.

Fiscal Monitoring/Compliance

  • Evaluates assigned grantees for financial compliance and ability to expend funds in a timely manner through review and analysis of various financial documents including but not limited to quarterly reports, budget amendments, drawdown requests, Single Audit and close out reports, etc.
  • Conducts on-site and desktop reviews of assigned grantees.
  • Analyzes various financial documents and reports to determine auditee risk status.
  • Issues letters of findings and recommendations where applicable.
  • Recommends corrective actions and follows-through until all issues are resolved.

Fiscal Analysis and Processing

  • Ensures sufficient funds are available in Massachusetts Management Accounting and Reporting System (MMARS).
  • Reviews contract and payment documents for approval by fiscal and compliance unit, budget/accounting manager or director.
  • Assesses and evaluates assigned competitive Community Development Fund (CDF) applications as scheduled, in accordance with the Reviewer's Guide providing analysis of budgets and management plan for applications to ensure consistency with the CDBG/IntelliGrants accounting structures.
  • For Massachusetts Downtown Initiative (MDI) program establishes encumbrances in MMARS, processes payments, reviews accounting package for completeness.
  • Processes all requests (CDBG, CARES, MDI, Misc.) for encumbrance and payments.
  • Completes Integrated Disbursement and Information System (IDIS) program draws. Maintains back-up paper and electronic files for all draws.
  • Set-ups new vendors or vendor modifications using DocuSign as needed.
  • Processes travel and training reimbursements for Community Development and Community Assistance Units
  • Enters CDBG awards in Federal Funding Accountability and Transparency Act (FFATA) Subaward Reporting System (FSRS) within thirty days after the contract/amendment execution.

Other

  • Works with related non-CDBG bureaus/agencies on behalf of communities to facilitate a coordinated response to communities' needs and assists in developing/revising programs to address those needs.
  • Although CDBG is the primary area of expertise required, all division fiscal staff will receive and provide cross training and gain knowledge of other division programs to provide coverage due to funding increases/decreases with the division's programs, staff vacancies, employees who may be on leave, etc.

PREFERRED QUALIFICATIONS:

  1. Knowledge of the principles and practices of financial management.
  2. Experience with federal CDBG reporting system (IDIS) is preferred but not required.
  3. Experience with fiscal regulations, grants administration, contracting and auditing policies, regulations and procedures.
  4. Strong knowledge of federal and/or state cash management regulations.
  5. Ability to analyze complex budgets, administrative issues, and make recommendations regarding relevant procedures.
  6. Demonstrated verbal and writing skills.
  7. Excellent organizational skills and strong attention to detail.
  8. Ability work collaboratively and independently.
  9. At least intermediate proficiency utilizing Microsoft Word, Excel, PowerPoint, Access and Outlook.
  10. Adept at learning new applications quickly.
  11. Demonstrated experience effectively and efficiently managing multiple assignments and prioritizing tasks.

COMMENTS:

Please upload resume and cover letter.

This position is currently a telework position. In Spring 2022, this position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

TOTAL COMPENSATION:

As an employee of the Commonwealth of Massachusetts, you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:

  • 75% state paid medical insurance premium
  • Reasonable Dental and Vision Plans
  • Flexible Spending Account and Dependent Care Assistance programs
  • Low cost basic and optional life insurance
  • Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
  • 12 paid holidays per year and competitive Sick, Vacation and Personal Time
  • Tuition benefit for employee and spouse at state colleges and universities
  • Short-Term Disability and Extended Illness program participation options
  • Incentive-based Wellness Programs
  • Professional Development and Continuing Education opportunities
  • Qualified Employer for Public Service Student Loan Forgiveness Program

QUALIFICATIONS:

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Official Title: Program Coordinator III

Functional Title: Fiscal Representative

Primary Location: United States-Massachusetts-Boston-100 Cambridge Street

Job: Administrative Services

Agency: Department of Housing & Community Development

Schedule: Full-time

Shift: Day

Job Posting: May 24, 2022, 4:07:21 PM

Number of Openings: 1

Salary: $66,682.98 - $96,585.32 Yearly

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Marjie Lalli - 6175731254

Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption. 

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.