Title: Fiscal Manager - Office of Language Access and Court Records
Pay Grade: Management
Starting Pay:$88,695.37 - 130,866.23
Departmental Mission Statement: The Office of Access, Diversity and Fairness (OADF) is led by the Chief Access, Diversity, and Fairness Officer (CADFO) and is tasked with the overall responsibility for the Massachusetts Trial Court’s policies and practices related to access, fairness, diversity, equity, and inclusion. The following five departments report to and are supervised by the CADFO; the Office of Diversity, Equity, and Inclusion; Office of Access to Justice and the User Experience; Office of Court Services and Law Libraries; Office of Language Access and Court Records; and Office of Alternative/Online Dispute Resolution Programs.
The Office of Language Access and Court Records is responsible for providing language access to interpreters and translators, court records, and trial transcripts that support meaningful access to the administration of justice in the Trial Court. These court access services include directing the operations of the Office of Language Access (OLA), Records Management Centers (RMC), and the Office of Transcription Services (OTS).
Notes: - This position currently offers a hybrid work schedule and is subject to change.
- This is a title is designated as a management position.
Position Summary:Working within the Fiscal Department of the Office of Court Management, the Fiscal Manager supports the OLA Director in providing departmental fiscal oversight of interpretation and translation, court records, and trial transcription services. The Fiscal Manager works closely with OLA and is responsible for the management and planning of the departmental budget and ensures adequate funding is available for interpretation and translation services, court records, and trial transcription services. This position is the main contact for interpretation and translation services, overseeing all the administrative costs associated with the service delivery of interpretation, translation, records, and transcription. The Fiscal Manager is responsible for a wide array of fiscal and budget activities, and monitors and reports on expenditures utilizing automated tracking and accounting systems for contracts management, service costs and purchasing. The Fiscal Manager also serves as a resource and reference for staff, vendors providing direction and guidelines governing travel, reimbursements, contracts, and related fiscal rules and protocols.
The Fiscal Manager is responsible for developing reports on fiscal activities, recommending appropriate action, and analyzing fiscal metrics to achieve efficiencies, and prepares budgets, and tracks spending.
Supervision Received:Receives supervision and functional direction from the Assistant Chief Financial Officer and general direction from the Director of Language Access and Court Records of the Trial Court and his/her designee in performing duties in accordance with all the best management practices and established guidelines.
Duties: Assists and supports the Assistant Chief Financial Officer and the Director of Language Access and Court Records in providing departmental fiscal oversight for interpretation and translation, court records, and trial transcription services;
In collaboration with the Director, the Fiscal Manager provides fiscal management and resources for language access and other court access programs, for the Office of Language Access (OLA), Records Management Centers (RMC), and the Office of Transcription Services (OTS).
Assists and supports in the fiscal management of services and programs.
Participates in discussions related to fiscal matters and operations with the Departmental Management and members of the Fiscal Affairs Department of the Office of Court Management.
Serves as the main contact between the Departmental Management for fiscal requests and reporting and collaborates with the Fiscal Affairs Department to meet or exceed fiscal goals and objectives to create an environment of continuous improvement.
Monitors the contract and fiscal activity of the Department for compliance with governing laws, rules, and regulations, and oversees in conjunction with the Department’s management of inventory control in compliance with policies and procedures of the state comptroller’s office.
Compiles reports on a monthly, quarterly, and annual basis to ensure compliance with Fiscal Department Administrative Processes and Procedures.
Monitors the funding balances of language access programs and relative financial activity for the purpose of ensuring allocations are accurate, expenses are within budget limits, all fiscal protocols observed, and relative vendor contractors are paid accurately and promptly.
Responds to court based or public inquiries, and vendor contractors on fiscal activities of court access programs.
Works closely with the Fiscal Department and coordinates the fiscal activities of court access programs that have their own line-item budgets consistent with fiscal policies and procedures of the Trial Court.
Supports all aspects of fiscal management, annual budgeting process and the fiscal operations of the Office of Language Access (OLA); and works collaboratively with Schedule Source, the Trial Court’s interpreter scheduling and invoicing software system to improve fiscal efficiencies.
Budgetary:
Manages funding allocations, object code budgeting, expenditure accounting, monitoring, and reporting of the Department’s operating, and central budget accounts including administrative, departmental operational supplies and equipment, and infrastructure services and information technology expenses.
Interfaces with the Financial Management Information System (FMIS) to manage budget planning and allocation workflows to support the Office of Diversity, Access, and Fairness
Performs ongoing spending analysis and projections. Reports and recommends course of action to effectively manage the department’s budget.
Assists in preparing the annual and expansion budgets and spending plans for the Department.
Monitors, and oversee all encumbrance and payment activities, accounting processes, budgetary and spending plan, procedures for the departments operating, central account appropriations.
Creates, develops, and maintains standard budgetary reports using the FMIS, Commonwealth Information Warehouse (CIW) and other available databases to provide reliable standard reporting to the Departmental Managers on budgetary spending and availability of funds.
Procurement of Goods and Services:
Works with the Departmental Managers and Fiscal Unit Procurement staff to ensure that there is adequate funding available for language access and court records projects.
Manages the department’s fiscal, procurement and service requirements as well as prepares, monitors, and documents reports for review.
Reviews, assists, and analyzes procurement agreements for materials, equipment, and supplies.
Coordinates special projects as required and responds to requests for information.
Performs related duties as required.
Job Competencies:All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:
Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
Mission Understands, upholds, and communicates the Trial Court missions.
Applied Knowledge Understands research, information services operations, specialized tools, applications, and software, with some understanding of the various court departments and divisions.
Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.
Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.
Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied economic and cultural backgrounds.
Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.
Minimum Requirements: A bachelor’s degree in fiscal administration or management and five (5) years of relevant administrative fiscal experience, preferably in the public sector, at least three (3) years of which must be in a management and/or supervisory capacity; equivalent combinations of education and experience will be considered for meeting the minimum requirements. A graduate degree is preferred.
Knowledge and ability to manage budgets, state contracts, procurement matters, and accounts management.
Knowledge of state government budget and accounting processes and rules, regulations and policies concerning the procurement of goods and services.
Demonstrated ability to manage and supervise diverse professional staff.
Prior experience and/or familiarity and knowledge on providing access to justice, and an understanding of court operations and services that the Department provides.
Proven ability to maintain accurate records and to prepare all necessary reports and handle confidential material with discretion.
Ability to maintain effective working relationships with the court, court officials, personnel and interpreters, the bar, public, and vendor contractors.
Ability to identify and resolve personnel and interpreters, and vendor contractor service and related issues experienced.
Demonstrated knowledge of budgeting, statistical and financial planning principles.
Ability to organize and clearly present written materials; ability to communicate clearly and effectively in both oral and written form.
Demonstrated professional proficiency in Microsoft Office related software as MS Excel, PowerPoint, Smartsheet, and relative invoicing software systems.
Knowledge and ability to manage budgets, state contracts, procurement matters, and accounts management;
Knowledge of state government budget and accounting processes and rules, regulations and policies concerning the procurement of goods and services;
Working knowledge of and ability to use personal computers, including MS Office to develop data bases and fiscal systems to record, account for, and track projects;
Knowledge of the operation and function of complex management organizational structures and some understanding of automated information systems;
Ability to manage and lead a fiscal work unit, including training, supervising, and evaluating employees;
Ability to use data to diagnose problems and drive enhancements and efficiencies in departmental operations;
Proven ability to maintain accurate records and to prepare all necessary reports;
Ability to handle highly confidential material with discretion;
Strong interpersonal skills and the ability to work professionally with persons at all levels; and
Ability to communicate clearly and effectively in oral and written form.
Closing Date/Time: 2024-10-24
