What are the responsibilities and job description for the Fiscal Director position at CITIZENS HOUSING & PLANNING?

Executive Office of Housing and Livable Communities

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Job Description

Executive Office of Housing and Livable Communities (EOHLC) is seeking a Fiscal Director in the Office for Administration and Finance!

AGENCY MISSION :

The Executive Office of Housing and Livable Communities (EOHLC) is charged with creating more homes in Massachusetts and lowering housing costs for residents. EOHLC works with municipalities, local housing authorities, non-profit organizations, and development partners to provide affordable housing options, financial assistance, and other support to Massachusetts communities.

The Fiscal Director oversees all the fiscal policies and procedures for three of EOHLC’s divisions, including both state and federal annual appropriations and bond-funded capital expenditures. The Director must ensure successful collaboration with and oversight of contract agencies regarding all fiscal matters. In addition, the Fiscal Director oversees and coordinates the expenditure rate of capital, state, and federal programs which includes tracking an annual appropriations budget.

The Fiscal Director manages a team of professional staff charged with administering the fiscal programs and is responsible for building and maintaining positive, responsive and informative relationships between fiscal staff and other staff from the division they support. The Director serves on a senior leadership team charged with coordinating the activities for the Divisions and providing direction to inform and recommend how best to use the resources available to support programs and innovations that further EOHLC’s mission.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE) :

BUDGET PROCESS :

Assists in the procurement of and ensuring continuous availability and 100% utilization of funds for all programs under their purview in compliance with the Office of the Comptroller, Office of the Treasurer and Receiver General and U.S. Department of Housing and Urban Development (HUD) guidelines.

Leads Division staff in preparation and analysis of financial modeling to project need for and use of funds to maximize Secretariat priorities and program results.

Oversees the development of and coordinates the preparation of spreadsheets, narratives and memoranda on the financial activities for the CFO, Division leadership, the Deputy Secretary, the Secretary of Housing Livable Communities, the Executive Office for Administration & Finance (EOAF), members of the Massachusetts Legislature and advocacy groups.

TREASURER’S SYSTEM :

Responsible for managing compliance with all laws, regulations and guidelines issued by both state and federal agencies and analyzing and disseminating key information to contracted agencies, quasi-public agencies and appropriate personnel within EOHLC and state government.

Manages the preparation of required reports.

Works closely with IT staff and consultants to develop necessary computer applications that allow the most efficient and effective fiscal management of all programs under their purview.

PROGRAMMATIC FISCAL ANALYSIS :

Responsible for providing programmatic fiscal analysis to ensure policy objectives are aligned with resources which includes forecasting, analyzing, and tracking caseloads and expenditures using historical and projected data in collaboration with program staff.

Determines financial consequences of changes in policy, programs, or activities and develops and presents complex analysis as well as recommends enhancements to planning and resource allocation processes.

ACCOUNTING :

Oversees the fiscal compliance of all terms and conditions stated in contracts executed with contractor agencies including administrative expenses (fringe, salaries, overhead, equipment), and program sources for administration funding.

Oversees and coordinates financial activities with the Office of the Comptroller, including all contracting and invoicing for state, capital, federal and trust programs.

SUPERVISION :

Manages fiscal staff supporting three of EOHLC’s divisions.

Supervises, motivates and evaluates staff by providing leadership and clear and consistent direction to senior managers to ensure that all staff has the support, skills, knowledge and technical tools necessary to accomplish their work.

Meets with all staff in groups and individually.

Ensures that Divisions’ fiscal data systems and office and field procedures are fully and effectively utilized and oversees the timeliness and accuracy of all Division fiscal responsibilities.

AUDIT AND COMPLIANCE OVERSIGHT :

Responsible for financial quality control reviews of all programs including review of single and state audits of contract agencies.

Works with program staff to ensure appropriate follow-up on corrective action related to fiscal findings.

Works with contract compliance staff on all non-fiscal quality control functions of all programs to ensure coordination of fiscal and program compliance.

Oversees preparation of fiscal language for any related Notice of Funding Availability, and timelines and deadlines for all required reports, forms and related documents.

TECHNICAL ASSISTANCE :

Provides technical assistance to various industry groups.

Represents their Divisions in meetings with Executive Office for Administration and Finance, Comptroller’s office, quasi agencies, and Intra-Agency financial and policy convened groups.

DEVELOPMENT OF FINANCIAL SYSTEMS :

Develops financial systems to support new program requirements.

Assesses and develops financial internal controls including but not limited to fraud, waste and abuse.

Coordinates research of legislative initiatives at state and federal level (i.e., housing bond bills, state and federal housing related legislation).

REPORT PREPARATION :

Prepares financial reports which include tracking and communicating caseload information to appropriate staff on a regular basis.

Coordinates the development of spreadsheets and written information for EOAF, legislative staff and federal agencies including the status of authorizations, commitments, contracts, spending for fiscal year and projected spending.

PREFERRED QUALIFICATIONS :

Thorough understanding of the Commonwealth's financial operating systems such as MMARS and the Commonwealth’s Information Warehouse.

Knowledge of the principles and practices of accounting theory, principles, and practices including auditing as it relates to program management.

Knowledge of State and Federal housing programs.

Extensive experience with state, federal, local and private sector financial procedures.

Possess strong quantitative and analytical skills with a proven ability to analyze complex financial and program data, demonstrate applicability to program objectives, to draw conclusions, make appropriate recommendations and communicate findings in an understandable manner to different audiences with varying degrees of sophistication with the material.

Candidate must be able to form collaborative / working partnerships with outside organizations while ensuring accountability and compliance to certain standards.

Demonstrated technical, management and administrative skills related to organization and coordination of multiple inter-related work tasks, including direction of consultant services and project teams.

The candidate must have excellent time management and organizational skills.

At least intermediate demonstrated proficiency using Microsoft Word, Excel, Access and PowerPoint.

COMMENTS :

Please upload resume and cover letter. This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

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.

PRE-OFFER PROCESS :

A background check will be completed on the recommended candidate as required by the regulations set forth by the Human Resources Division prior to the candidate being hired.

QUALIFICATIONS :

MINIMUM ENTRANCE REQUIREMENTS :

Applicants must have at least (A) six (6) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results), of which (B) at least two (2) years must have been in a supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.

I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.

II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.

III. A Graduate degree or higher in a related field may be substituted for three (3) years of the required (A) experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.

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

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Official Title : Fiscal Officer VIII

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

Job : Accounting and Finance

Agency : Executive Office of Housing and Livable Communities

Schedule : Full-time

Shift : Day

Number of Openings : 1

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Jessica Molina-8572480160

Bargaining Unit : M99-Managers (EXE)

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes

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