• Fiscal Assistant

    Location US-MA-Boston
    Court
    Edward W. Brooke Courthouse
    Posting Date
    4/13/2018
    Closing Date
    04/29/2018 11:59 PM EST
    Starting
    USD $39,727.38/Yr.
    ID
    2018-3708
  • 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.

    MISSION STATEMENT OF THE MASSACHUSETTS TRIAL COURT

    The Trial Court is committed to:

    • the fair and impartial administration of justice;
    • protection of constitutional and statutory rights and liberties;
    • equal access to justice for all in a safe and dignified environment;
    • efficient, effective and accountable resolution of disputes; 
    • prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

    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/court-info/trial-court/exec-office/ocm/facilities-management-department.html

    POSITION SUMMARY

    Working within the Facilities Management Department of the Office of Court Management, a Fiscal Assistant supports the fiscal staff in performing a variety of fiscal and administrative responsibilities.  The Fiscal Assistant 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.

     

    ORGANIZATIONAL LEVEL:

    Fiscal Assistant I - This is the entry level position title within this series.  Employees at this level are expected to perform a variety of standard fiscal and administrative duties related to timekeeping, purchasing, billing, and administrative matters as needed.

     

    Fiscal Assistant II - This is the second level position title within this series.  Employees at this second level are expected to perform more complex fiscal duties in the areas of payroll, timekeeping, purchasing, and billing.  Employees at this level require less supervision and may work independently in a satellite office.

     

    SUPERVISION RECEIVED:

    Receives general direction from the Director of Facilities Management or his/her designee in performing duties in accordance with established guidelines.

     

    MAJOR DUTIES

     

    Fiscal Assistant I Duties:

     

    Responsible for maintaining time and attendance for office staff;

     

    Responsible for assisting with the preparation of payment vouchers for submission;

     

    Performs purchasing for routine office supplies and equipment;

     

    Maintains files for purchase order requests and the preparation of payment vouchers and other fiscal documents required to pay vendors for goods and services;

     

    Provides administrative support as needed; and

     

    Performs related duties as required.

     

    Fiscal Assistant II Duties:

     

    Performs basic payroll data entry and is responsible for time and attendance;

     

    Responsible for the purchasing non-routine office supplies departmental equipment;

     

    Assists with the budgetary control register and prepares and files the monthly expenditure reports.;

     

    Provides administrative support for programs and operations performed within the office;

     

    Assists fiscal staff on special projects;

     

    Assists in maintaining data bases to monitoring fiscal and administrative activities; and

     

    Performs all of the duties of the lower level of this series.

    JOB COMPETENCIES

    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 common 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.

    POSITION REQUIREMENTS

        These are the minimum requirements necessary to apply for the position of Fiscal Assistant:

     

    Fiscal Assistant I Requirements:

     

    High School Diploma and (2) two years’ experience in accounting or office management; or and equivalent combination of education and experience;

     

    An Associate’s Degree is preferred; 

     

    Knowledge of bookkeeping, accounting, and other administrative procedures;

     

    Strong organizational and administrative skills;

     

    Ability to work professionally with judges, court officials, court personnel, and the general public;

     

    Ability to communicate effectively in both oral and written form;

     

    Demonstrated ability to use personal computers, including MS Office and related word processing and spreadsheet software;  and

     

    Ability to type accurately and to effectively draft correspondence.

     

    Fiscal Assistant II Requirements:

     

    A minimum of three years of experience as Fiscal Assistant I or related Trial Court position;

     

    Considerable knowledge of Trial Court fiscal and administrative policies and procedures;

     

    Considerable experience performing time and attendance as well as basic payroll functions;

     

    Demonstrated ability to identify problems and to propose feasible solutions; and

     

    Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment;

     

    Knowledge and ability to support the administration of budgets, state contracts, procurement matters, and accounts management;

     

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

     

    Ability to handle highly confidential material with discretion;

    OTHER

    HOW TO APPLY: 

    Applicants must apply by completing a Trial Court online application by clicking "Apply for this job online" button at the top of this page. 

     

    If you are not viewing this online, go to the Trial Court Jobs page at https://careers-trialcourtsofmass.icims.com/jobs  and search for this job.

     

    PLEASE NOTE:  Paper, faxed or emailed applications or resumes are not accepted for any Trial Court position.                        

     

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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