Fiscal Coordinator

About MOVA

MOVA is an independent state agency governed by the Victim and Witness Assistance Board.  MOVA strives to advance victim rights by ensuring all victim and survivors of crime across the Commonwealth are supported and empowered through access to high-quality services that are trauma-informed, culturally responsive, and reflective of diverse communities.  MOVA achieves this through survivor-informed work, advocacy for enhanced victim rights and services, partnerships with agencies and individuals, and a commitment to providing funding and services for underserved and marginalized communities.

Job Overview

MOVA is seeking a detail-oriented, organized, mission-driven finance professional to join our Fiscal team. Reporting to the Director of Finance, the Fiscal Coordinator executes day-to-day financial transactions through multiple funding streams which support survivors, MOVA’s funded programs, and stakeholders. This position will support victim compensation, assisting victims of violent crime and providers by processing payments for expenses directly related to crimes in accordance with Massachusetts statute and regulations. The Fiscal Coordinator must be self-motivated, technically savvy, a strong communicator, and have experience working on financial/accounting activities such as billing, purchasing, financial reporting, reconciliations, and making payments.

Responsibilities

Fiscal Administration:                 

• Utilize the Commonwealth’s accounting system to process and administer financial transactions

• Maintain accurate record keeping for reimbursements and payments to sub-recipients and vendors

• Communicate with Comptroller’s Office to resolve issues

• Assist the Director of Finance in fiscal close/open activities

• Maintain and troubleshoot relevant Access databases and MS Excel documents

• Serve as backup to the Manager of Administration and Employee Experience for employee payroll, time and attendance, and other duties, as needed

Victim Compensation Administration:

• Process timely payments of approved claims

• Communicate with relevant stakeholder to process payments

• Respond to inquiries about payment status of claims

• Serve as the fiscal contact for medical providers and process direct payments to these providers

• Manage all aspects of the victim compensation vendor process including vendor set up and vendor support

• Enter data into case management system to track and process payments

Grant Award Administration:   

• Primary contact for reviewing, certifying, and processing sub-recipient monthly and quarterly grants invoices in MOVA’s online grants management system (Egrants); review and resolve disputed invoices

• Assist with the creation and validation of sub-recipient contracts, ISAs (Interdepartmental Service Agreements), reimbursement invoices, and other documents related to various federal grants and state funds in MMARS

• Serve as primary Grants team financial contact on payment issues and audit information requests

• Assist in year-end projected reversion reports in coordination with Program Coordinators

• Assist the Director of Finance in reconciling federal cash received for federal grant reimbursement payments

• Assist the Director of Finance in the creation and modification of grant award contracts

 Accounts Payable/Receivable: 

• Process the timely payment of administrative invoices

• Manage and reconcile administrative billing accounts

• Deposit, reconcile, and maintain accurate records for donations received to the Garden of Peace trust fund as needed

Budgeting:        

• Support the management and creation of internal agency and external grant funding budgets and forecasts

• Monitor state funding sources to ensure availability and efficient use of funds on the state fiscal year calendar

• Assist the Director of Finance in monitoring Federal spending on the federal fiscal year calendar to ensure long term stability of grant awards

• Assist in budget amendment process as determined by the Grants Administration Team

• Process purchase order requests from staff, ensuring appropriate backup documentation and approval records are maintained

• Assist the Director of Finance in arranging purchases on the state Procurement Card (P-Card)

Additional Information

• Submit cover letter, resume, and any accommodation requests to MOVAHR@mass.gov

• MOVA is an equal opportunity employer and strives to ensure that those working in our office reflect the diversity of the communities we serve.  MOVA encourages applicants from a broad spectrum of backgrounds to apply for positions.

• Non-managerial, non-exempt position

• Salary of $60,000 annually

• This position requires working in MOVA’s Boston office three days a week for an initial training period of at least three months. Upon successful completion of the training period, this position is hybrid with occasional travel throughout MA, including to MOVA office locations in Boston and Northampton.

Qualifications

·       Minimum of two years of relevant professional work experience; a degree may substitute for up to one year of professional work experience

·       Knowledge and experience in accounting/finance, experience working for the State of Massachusetts preferred

·       Proficiency with financial accounting systems; experience with Commonwealth systems preferred

·       In-depth knowledge of MS Office Suite, including proficiency with Excel

·       Ability to maintain accurate records and prepare financial reports

·       Proven ability to handle confidential information with the utmost discretion

·       Ability to multi-task

·       Exceptional attention to detail and overall organizational skills

·       Ability to establish and meet deadlines consistently and effectively problem-solve

·       Commitment to furthering the agency’s overall mission

·       Valid driver’s license and ability to travel within Massachusetts