Administrative Services Assistant

Overview

Job Title:

Fiscal Assistant

Position Summary

The Fiscal Assistant provides fiscal and administrative support for grant-funded programs. This role supports budget tracking, expenditure monitoring, reconciliations, and documentation to help ensure spending is accurate, allowable, and compliant with grant terms and applicable federal/state requirements. This position is ideal for someone who enjoys working with financial data and has strong attention to detail.

• Track and maintain fiscal records for grant-funded activities, including expenditures, invoices, and supporting documentation.
• Assist with monitoring grant spending to ensure costs align with approved budgets, funding requirements, and agency policy.
• Prepare and update spreadsheets, reconciliations, and routine financial reports, review for accuracy and completeness.
• Monitor invoices and payments to ensure compliance with federal and agency guidelines.
• Support budget tracking, projections, and variance/expenditure analysis for program and fiscal leadership.
• Communicate with program staff and fiscal team members to resolve financial questions, coding issues, or discrepancies.
• Use Microsoft Excel to organize data, perform basic analysis, and generate routine summaries/reports.
• Perform related administrative and fiscal support tasks as assigned.

• Proficiency with Microsoft Office (e.g., Outlook, Word, Excel, PowerPoint) for creating, editing, and managing documents, communications, and basic data trackers.
• Ability to use spreadsheets to enter data, maintain trackers, and perform basic calculations with accuracy.
• Ability to review information for accuracy, completeness, and consistency; identify discrepancies and follow up as needed.
• Ability to work with financial data, including budgets, expenditures, and reconciliations.
• Ability to follow established procedures, manage multiple tasks, and meet deadlines.
• Ability to work independently and collaboratively as part of a team.
• Strong organizational skills and attention to detail, including maintaining clear documentation and records.
• Ability to learn and use agency systems and processes as required.

• A degree in accounting, finance, business, or a related field OR
• Two years or more of experience in fiscal, accounting, and administrative support

• Familiarity with financial reporting, reconciliations, invoice review, and grant monitoring processes.
• Strong proficiency in Microsoft Excel for maintaining fiscal trackers, reconciliations, and routine reporting (intermediate functions preferred).
• Experience working with federal grants or grant-funded programs.

This is a hybrid position with in-person attendance in Nashville central office required on first day for laptop deployment and orientation. Travel to central office is non-reimbursable. In-person attendance required quarterly for division meetings in Nashville. Position is renewable annually on 6/30, pending funding availability. Typical working hours are Monday - Friday, 8AM to 4:30PM CST. Position is 37.5 hours per week, reflective of state work week.

This position is funded with the Rural Health Transformation grant which is renewable through Oct. 30, 2030.