Fiscal Manager - Fiscal Department

Departmental Mission Statement: The Court Facilities Department provides for the management and maintenance of 62 state-owned courthouses located in ten counties of the Commonwealth. The Department is committed to administering effective property management, and for ensuring the delivery of quality services necessary for the efficient and reliable operation of all of the facilities which it maintains.

ORGANIZATIONAL PROFILE:

http://www.mass.gov/courts/courtfacilities/index.html

Notes:

• This position is designated as management position and is covered by the Trial Court Personnel Policies and Procedures Manual.

Position Summary: Working within the Fiscal Department of the Office of Court Management, the Fiscal Manager works closely with the Facilities Management and Capital Planning Department (FM&CP) and is responsible for the planning and management of the FM&CP budgets to ensure adequate funding is available for maintenance and capital projects. This position is the main contact for energy/utility services overseeing the utility costs in all buildings and all administrative costs essential to the operation and administration of Commonwealth owned courthouses. The Fiscal Manager is responsible for a wide array of fiscal and budget activities, and monitors and reports on expenditures utilizing automated tracking and accounting systems for contracts management/job requests, energy costs and purchasing. The Fiscal Manager also serves as a resource and reference for staff providing direction and guidelines governing contracts and related fiscal rules and protocols.

Supervision Received: Receives general direction from the Assistant Chief Financial Officer for Information Technology and Facilities or his/her designee in performing duties in accordance with established guidelines.

Duties:

EXECUTIVE SUPPORT:

Assists and supports the Assistant Chief Financial Officer for Information Technology and Facilities (ACFO IT & Facilities) and the Director of Facilities Management in the Trial Court’s oversight and management of Commonwealth owned courthouses, assisting the ACFO IT & Facilities in the fiscal management of the facilities unit. ;

Works with Department of Capital Asset Management and Maintenance (DCAMM) to manage the processing and monitoring Interdepartmental Service Agreements (ISAs) to ensure spending is tracked and reported for Trial Court projects.

Participates in discussions related to fiscal matters and operations with the ACFO IT & Facilities and the Director of Facility Management and members of the Fiscal Affairs Department of the Office of Court Management;

Serve as the main contact between the Facility Director and Regional Facility Directors for fiscal requests and reporting.

Collaborates with the ACFO IT & Facilities and Director of Facilities Management to meet or exceed goals and objectives to create an environment of continuous improvement;

Coordinates special projects as required;

Responds to requests for information;


INTERNAL CONTROLS:

Assist in the development and implementation of internal controls to ensure that Fiscal and Facilities Management personnel who support the fiscal and regional operations of the Department comply with existing statutes, best practices, and all state mandated and Trial Court issued policies and procedures;
Monitors the contract and fiscal activity of Regional Offices for compliance with governing laws, rules and regulations;

Oversees in conjunction with the Facilities Department the management of inventory control in compliance with GAAP established by the state comptroller;

Compiles reports on a monthly basis to ensure compliance with established Fiscal Department Administrative Processes & Procedures;


BUDGETARY:
Manages funding allocations, object code budgeting, expenditure accounting, monitoring and reporting of the Facility Management and Capital Planning Department’s operating, capital and central budget accounts including: administrative, facility operational supplies and equipment, energy, lease, repair and infrastructure/construction services and information technology expenses;


Oversees the Fiscal Management Information System (FMIS) for tracking of budgeting and the managing contract activity, repairs, utility consumption and other operational expenses to monitor and forecast expenditure activity;

Performs ongoing spending analysis and projections. Report and recommend course of action to effectively manage the department’s budget;

Assists the ACFO IT & Facilities in preparing the annual and expansion budgets and spending plans for Facilities Management Department;

Monitors, and oversee all encumbrance and payment activities, accounting processes, budgetary and spending plan, procedures for the departments operating, central and capital appropriation accounts.

Create, develop and maintain standard budgetary reports using the FMIS, Commonwealth Information Warehouse (CIW) and other available databases to provide reliable standard reporting to the ACFO IT & Facilities, the Director of Facilities and the Regional Facility Managers on budgetary spending and availability of funds.


PROCUREMENT OF GOODS AND SERVICES:

Works with the Regional Fiscal Managers and Fiscal Unit Procurement staff to ensure that there is adequate funding available maintenance and capital projects;


Manages the department’s fiscal, procurement and energy / utilities requirements as well as prepares, monitors, and documents reports for executive review.


Reviews, assists and analyzes the negotiation of procurement agreements for materials, equipment and supplies.

Job Competencies: All applicants must be able, through the interview process, to demonstrate knowledge and understanding of 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 missions.
Applied Knowledge Understands research, information services operations, specialized tools, applications, and software, with some understanding of the various court departments and divisions.
Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.
Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.
Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied economic and cultural backgrounds.
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 Manager:


A Bachelor’s degree from an accredited university or college, preferably with a business or financial background;

A minimum of (5) five years of administrative fiscal experience, preferably in the public sector;

Knowledge and ability to manage budgets, state contracts, procurement matters, and accounts management;

Knowledge of state government budget and accounting processes and rules, regulations and policies concerning the procurement of goods and services;

Working knowledge of and ability to use personal computers, including MS Office to develop data bases and fiscal systems to record, account for, and track projects;

Knowledge of the operation and function of complex management organizational structures and some understanding of automated information systems;

Ability to manage and lead a fiscal work unit, including training, supervising and evaluating employees;

Ability to use data to diagnose problems and drive enhancements and efficiencies in departmental operations;

Proven ability to maintain accurate records and to prepare all necessary reports;

Ability to handle highly confidential material with discretion;

Strong interpersonal skills and the ability to work professionally with persons at all levels; and

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

Employment with the Trial Court is contingent upon passage of a criminal record check.