Fiscal Operations Specialist

Primary Purpose of Position

The Fiscal Operations Specialist performs various financial functions for the state and federal grants administered by the Homeless Initiatives Department. Duties include tracking and processing reimbursement requests 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 assist the Fiscal Compliance Specialist with budgeting and monitoring of partner organizations.

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

• Financial administration
  • Prepare and process payment for invoices, which includes allocating to the correct grant(s) and tracking back to department operating budget
  • Track income and expenditures for state and federal grants to ensure they are within budget (working with federal reporting systems)
  • Reconcile monthly expenditure with the Finance Department on administrative grants
  • Prepare and submit drawdown requests to the Finance Department for state and federal funds
  • Calculate program payments based upon established funding methodologies and resource allocations
  • Process and track reimbursement requests and supporting documentation from providers
  • Reconcile reports, invoices, and supporting documentation for program payments
  • Ensure disbursement of payments to shelters, payments to vendors and yearly IRS 1099 requirements
• Contract preparation
  • Assist the Fiscal Compliance Specialist with fiscal review of Sub‑grantee budgets for programs and make recommendations for approval and/or revisions, as appropriate
  • Establish the time frames needed for timely contract execution for each program
  • Track the required documents and follow‑up with Sub‑grantee staff for missing documentation
  • Assist in the final preparation, disbursement, receipt and execution of program contracts for each program year.
• Assist in the annual fiscal and administrative monitoring of Sub‑grantees
  • Prepare documentation for review and assist the Fiscal Compliance Specialist with preparations
  • Accompany the Fiscal Compliance Specialist on fiscal audits
  • Reconcile expense reports and profit and loss statements against supporting backup documentation to determine expense eligibility
  • Summarize and present any issues/concerns with sub‑grantee management of grant and expenditures
  • Maintain documentation with fiscal or compliance issues
• Program reporting
  • Assist with the preparation of financial reports for federal and state funding including department and program evaluation reports
  • Coordinate and submit match requirement data to HUD and other fiscal agencies
  • Assist in financial updates to department managers on the status of each program throughout the year

• Work with HI management team and external auditors on Maine Housing’s annual federal programs audit.
• As assigned.

Skills and Knowledge:

• Basic financial institution and accounting knowledge
• Strong project management, time management, and organizations skills
• Strong PC skills using various software (spreadsheet, word processing, database)
• 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

Fast paced environment with multiple priorities, interruptions & deadlines. Work hours may include some nights, weekends, and travel in and out of state. Maine Housing office hours are Monday – Friday from 8:00am to 5:00pm. Telework options may be considered, if appropriate, after 6 months of employment.

Homeless Initiatives Operations Manager

Supervises: no one

The starting hourly rate for this position is $22.1716 (annual $46,117), plus 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