Fiscal Business Administrator

Fiscal Business Administrator

The Children’s Trust is on a mission to stop child abuse in Massachusetts. We give parents the tools and resources to build self-confidence and gain lifelong skills to ensure children grow up safe and healthy. Our proven programs reflect a fierce commitment to empowering families at the earliest stages and prove the vicious cycle of reoccurring abuse can be stopped.

The Massachusetts’s Children’s Trust operates as both a state agency within the Executive Office of Education and a 501(c)(3) charitable organization. Led by our Chief Financial Officer, our finance department is responsible for the overall management of both budgets and all associated financial activities. 

We are seeking a Fiscal Business Administrator to join our team and help serve our mission!  The Fiscal Business Administrator will execute and analyze agency expenditures, offer recommendations to control spending, create projections, and revise spending plans. In conjunction with the CFO, the FBA will recommend and implement changes or improvements in agency accounting procedures. 

The Fiscal Business Administrator is responsible for accounts payable/receivable, monitoring spending, resolving payment and encumbrance issues, assisting staff with the procurement of goods, preparing and analyzing financial reports, and performing reconciliation. Additionally, they will work within their team to assist with special projects and requests for information for state, federal, trust, and private expenditures.

This position will also implement electronic data processing to simplify manual accounting procedures in the accounting system to improve efficiency.  They will maintain accurate accounting records and examine accounting data.  Additionally, the Fiscal Business Administrator may be required to supervise staff.

Summary of Duties and Responsibilities:

Process Financial Transactions:
  • Conduct accounts payable and receivable for both state agency and non-profit arm.
  • Ensure financial activity is compliant with state guidelines and agency protocols.
  • Maintain accurate data entry, proper record keeping and filing.
  • Monitor bank accounts, credit card and liaison with financial/business vendors.
  • Utilize various state and non-profit software, databases and spreadsheets to both input and extract data.
  • Prepare and issue invoices for contracted services.
  • Process 501c3 forms, payroll, taxes, benefits, leave, etc. as needed.
  • Review employee reimbursements including travel authorization for accuracy and compliance and process/communicate around procedure.
  • Provide training, technical assistance and ongoing support to staff around financial practices and operations.
  • Schedule, prepare and coordinate for annual audit.
Administration of Procurement of Goods and Services:
  • Support staff to ensure that OSD procurement regulations are being followed when ordering commodities and requesting encumbrances throughout the agency.
  • Periodically review open encumbrances and perform corrective action when needed.
  • Effectively reconcile encumbrances and receiving documents to ensure accurate payments.
Prepare, Analyze, and Audit Complex Financial Reports:
  •  Extract data from databases, systems, accounts, spreadsheets, etc. to prepare and analyze financial data across accounts.
  • Audit financial reports for accuracy.
  • Analyze expenditures to make recommendations or take appropriate control of spending.
  • Create spending projections/forecasting and propose revisions to the agency spending plan.
  • Meet regularly with staff to present reports, communicate recommendations, check for accuracy and ensure proper budget management.
Maintenance of Children's Trust Asset Log: 
  • In accordance with the comptroller policy, maintain an accurate inventory log/database of agency’s physical assets.
  • Perform as needed (at least once per year) reviews of physical assets inventory to ensure accuracy of inventory log/database.
  • Assist with removing unused assets in accordance with OSD policy.                          

Other related duties as needed


Preferred Qualifications:
  • Five years of full-time, or equivalent part-time, professional experience in accounting or auditing, of with at least (B) three years must have been in a supervisory, administrative or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.
  • Substitutions: I. An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience.*   II. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience.*   III. A Graduate degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience and one year of the required (B) experience.   *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.    
  • NOTE:  Educational substitutions will only be permitted for a maximum of one year of the required (B) experience.
How to Apply:

Please apply at theMassCareers Job Opportunities website.