Fiscal Officer

Description

Primary Purpose of Position:  The Fiscal Officer performs various financial functions for the state and federal grants administered by Energy & Housing Services Department. Duties include tracking and processing monthly billings associated with federal and state grant program activity, setting up the necessary tracking mechanisms to ensure that expenditures are coded and recorded properly, providing necessary reports, reconciling program activity with Finance and working closely with the Fiscal Compliance Coordinator on budgeting and monitoring activities.

Core Functions:

· Program fiscal tracking and payments

o Maintain accurate and up to date tracking of Subgrantee budgets for EHS, including LIHEAP, Weatherization and the various state and/or federally funded housing programs.

§ Track requests for Sub-grantee budget adjustments 

§ Track and process billings for Sub-grantee expenditures in EHS programs

§ Track and process draw requests

o Track and reconcile the EHS department operating budget and expenses.

§ Code invoices for payments and track back to department operating budget

§ Work closely with Finance to reconcile and provide information as needed

o Track funding allocations and related documents by Sub grantees for reporting

§ Follow up with Sub-Grantees for outstanding documentation

§ Assist in analyzing data and providing suggestions based on Sub-grantee requests and submitted data/documentation

o Research and respond to Sub-Grantee inquiries regarding program payments.

o Process wire payments

§ Review and verify records or processed wires

§ Provide records and backup to payees

· Contract preparation 

o Preparation of Contract and Amendment templates

o Establish the timeframes needed for timely contract execution for each program

o Track the required documents and follow-up with Sub-grantee staff for missing documentation

o Final preparation, disbursement, receipt and execution of all program contracts for each program year.

· Assist in the annual fiscal and administrative monitoring of Sub-grantees

o Prepare documentation for review and assist the Fiscal Compliance Coordinator with preparations

o Maintain documentation with fiscal or compliance issues

· Program reporting

o Assist with the preparation of all required monthly, quarterly, and annual reports are filed with the funding source as required by each program.

o Assist in financial updates to department managers on the status of each program throughout the year

o Reconcile programs to Finance as well as various payment processing and fiscal management sites.

Other Duties:

· Assist the Fiscal Compliance Coordinator with annual reviews

· Track, monitor, and apply Cash on Hand 

· Help the Department with benefit processing, program payments and data entry

· Monitor group email, respond or flag for follow-up

· Route fiscal documents or reports to appropriate staff

· As assigned.

Requirements

Education and Experience: Education and two years of accounting experience or a combination of experience, training and independent study preferred. 

Skills and Knowledge: 

· Basic grant management, financial institution and accounting knowledge

· Strong project management, time management, and organizations skills

· Strong PC skills using various software (spreadsheet, word processing, database), particularly Microsoft Excel

· Ability to establish and maintain good working relationships with business partners

· Excellent communication skills – oral, written, listening

· Written communication skills must include ability to document an issue, provide useful summary of key points, and offer direction and reasoning for direction

· Ability to take initiative, work independently, and utilize creative and analytical skills to resolve issues

Working Conditions: Occasional travel is required. MaineHousing office hours are Monday – Friday from 8:00am to 5:00pm. A hybrid schedule may be considered, if appropriate, after 6 months employment.

Report To: Fiscal Grant Manager

Supervises: no one

The salary range for this position is $50,037 - $72,648.  All new employees will start at an hourly rate of $24.0562 ($50,037 annually), unless otherwise agreed to by MaineHousing.  MaineHousing also offers a comprehensive benefits package, including, but not limited to, health, dental and vision, retirement options with employer match, life insurance, short and long-term disability, employee assistance, generous earned time and all major federal holidays. Employment is eligible for the Public Service Loan Forgiveness Program. 

**Position will remain open until a suitable candidate is found**