Fiscal Analyst

The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves, and where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates who are committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.

Fiscal Analyst Description – Accountant V

The Executive Office of Education (EOE) is seeking to hire a Fiscal Analyst. The Fiscal Analyst will be a part of EOE’s Fiscal Team where the successful candidate will have the opportunity to work with program staff, vendors, and grantees to ensure accurate procurement and grant compliance. Additionally, the incumbent will provide analysis to all EOE program staff in need of purchasing goods and services, grants management, and offer support to vendors and grantees and Accounts Payable to resolve payment issues The incumbent will report to the Budget Director.

The Fiscal Analyst assists EOE Fiscal with procurement and grant activities related to bidding, monitoring, awarding, encumbering, and tracking of procurements and grants consistent with procurement law, regulations, and best practices while utilizing the Commonwealth’s e-procurement system, COMMBUYS, accounting system, MMARS, and the Commonwealth Information Warehouse (CIW).

The Fiscal Analyst will be responsible for ensuring all internal and external deadlines are met as it relates to procurements and grants as well as performing high-level fiscal analysis and research. They will consult and collaborate with the Office of the State Comptroller (CTR), Operational Services Division (OSD), Supplier Diversity Office (SDO), and other state agencies as needed and will work closely and be able to represent EOE Fiscal as it relates to the work and responsibilities of the unit. They also assist with timely review, reconciliation, and payment support of agency obligations.

Detailed Statement of Duties and Responsibilities:

• Works with the Fiscal Team and EOE’s IT program staff to develop, post, and track procurement and grant activity on the Commonwealth’s COMMBUYS System for EOE Fiscal.
• Ensures that all bids and requirements meet guidelines consistent with procurement law, procurement regulations, and best practices as defined by the Operational Services Division (OSD) and the Office of the Comptroller (CTR).
• Maintains detailed files/records in SharePoint as well as tracking mechanisms to monitor post-award activities to ensure adherence to contract budgets and all reporting requirements, creates accurate work orders, purchase orders, and interagency service agreements
• Coordinates with statewide vendors to onboard IT Staff Augmentation Professionals.
• Research statewide contracts to understand proper procurement methods and relay the process to the user. Keeps current on all updates from the Supplier Diversity Office and updates EOE Fiscal.
• Ensures all contracts and amendments are processed promptly and all deadlines are met throughout the fiscal year.
• Provides high-level analysis, and research related to spending and procurements and prepares payment reconciliations for the monthly review process
• Uses data from the CIW and analyzes projected expenditure patterns to make recommendations and reconcile contract spending.
• Keeps current on all policies and procedures and any updates distributed by the Office of the Comptroller related to State Finance Law and/or MMARS and advises EOE Fiscal of upcoming amendments or enhancements.
• Maintains up-to-date on Operational Services Division and COMMBUYS procedures and policies and attends training as necessary to ensure the Department follows all COMMBUYS regulations and requirements.

• Review and process grant applications, amendments, requests for funds, final reports, and other grant-related documentation.
• Track grant activities including dates for required reports and submissions and progress towards grant objectives and goals
• Provide highly detailed warehouse expenditure reports to assist managers in their review and analysis of grant activity.
• Review expenditures, awards, and cash disbursements for grant closeout ensuring that all applicable program period reporting supports final grant closeout reporting.
• Review and process assigned accounts payables and encumbrances in MMARS.
• Works closely with EOE IT program staff to resolve purchase orders, contracts, invoices, or payment discrepancies and documentation.
• Ensures Commonwealth Payment Policies are followed., maximizing the return of Prompt Pay Discount and less than 45-day bill paying statistics.
• Maintain filing system on SharePoint for all related billings, vendor invoices, and correspondence.
• Research and resolve billing issues as they arise to ensure the best fiscal practice and customer service.
• Performs other duties as assigned

Preferred Qualifications:

• Knowledge and understanding of the Commonwealth of Massachusetts' procurement policies.
• Knowledge of and previous experience with COMMBUYS;
• Knowledge of and previous experience with MMARS;
• Good communication skills;
• Ability to analyze and interpret financial situations;
• Ability to work independently and in a group;
• Knowledge and understanding of state finance law and federal procurement and contracting regulations;
• Working knowledge of 801 CMR 21.00, the Commonwealth's regulations governing the procurement of commodities or services including human and social services.

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

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

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