Fiscal Coordinator - Housing Programs

Official Title: Accountant IV

Functional Title: Fiscal Coordinator

Primary Location: United States-Massachusetts-Boston-100 Cambridge Street

Job: Accounting and Finance

Agency: Department of Housing & Community Development

Schedule: Full-time

Shift: Day

Job Posting: Jun 1, 2018, 10:05:28 AM

Number of Openings: 1

Salary: $55,017.30 - $78,762.58 Yearly

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No



The Bureau of Rental Assistance Fiscal Unit within the Department of Housing and Community Development (DHCD) is charged with overseeing and processing all fiscal transactions related to state and federal housing programs.


State programs include Massachusetts Rental Voucher Program (MRVP), Alternative Housing Voucher Program (AHVP), Housing Consumer Education Center (HCEC) & Department of Mental Health (DMH) programs.  Federal housing programs include Section 8 programs such as Moving to Work (MTW), Family Unification Program (FUP), Veteran’s Assistance Supported Housing (VASH)()/ Housing Choice Voucher Program (HCV), Mainstream 5, Mod Rehab, Family Self-Sufficiency (FSS), and the Section 811 Project-Based Rental Assistance Demonstration Program (PRAD).  Customer Service is an essential function of this role and all communications, oral and/or written, are to be delivered in a professional and timely manner with a customer service focus according to all the established Department/Agency operating procedures.  The Bureau of Rental Assistance Department is a small contained operation with success dependent on all staff within the unit assuming individual responsibility and working together as a team in the delivery of services. 


The Fiscal Coordinator position is responsible for the financial management of federally funded Section 8 programs.  The Section 8 Programs are:  MTW, FUP, VASH/HCV, Mainstream 5, Mod Rehab, Family Self-Sufficiency (FSS), 811 PRAD program.  This position also serves as a secondary/back-up person for other fiscal position(s) within the unit.


Duties and Responsibilities (these duties are a general summary and not all inclusive):

1. The incumbent provides financial, administrative and programmatic support to the Agency’s Section 8 program, including but not limited to MTW, FUP, VASH/HCV, Mainstream 5, Mod Rehab, Family Self-Sufficiency (FSS), and 811 PRAD program.


2. Gathers and assembles financial and related data in order to present such information for review and analysis.  Makes recommendations of appropriate action based upon identified patterns of analyzed data.


3. Maintains information tracking systems to identify housing assistance payments by fiscal year allocation; identify location of documents in the payment processing cycles and 3) monitor financial and program performance data of local housing agencies.


4. Maintains double-entry sets of books on Federal Section 8 programs to provide accurate financial information in conformance with federal requirements.


5. Reviews Massachusetts Management Accounting and Reporting System (MMARS) reports to ensure payments have been processed through the Treasurer's system and funds remitted as directed.  Reviews MMARS reports to track and project spending and other operational data to provide supervisors with necessary information for enhanced decision-making.


6. Reviews and reconciles financial requisitions and prepares/submits payment vouchers paying close attention to detail, minimizing the need for edits and/or payment corrections from Supervisor allowing for payments to be processed in a timely manner and avoiding a delay in the payment process.


7. Year-to-date monthly expenditures for all accounts is reported and projections are updated by the 15th of the month, no later than the 17th of the month. Utilizes MMARS reports to confirm funding availability and tracking of monthly expenditures.


8. Confirms there are sufficient funds available in MMARS for all payment vouchers that are submitted to the Accounting Unit for processing.


9. Designs, in consultation with superiors, various spreadsheets to track and forecast project spending and other operational data in order to provide superiors with enhanced decision-making capacity.


10. Confers with program staff in order to exchange information, coordinate flow of work and to obtain information concerning ongoing programs.


11. Reviews and assists in the creation of accounting procedures, reports, etc. and recommends changes to improve the flow of information.


12. Reviews information, late charges and MMARS reports to ensure payments have been processed through the Treasurer’s system and funds remitted as directed.


13. Provides copies of new federal grant award letters to the Budget Office and the Accounting Director within 1 to 2 business days of receipt. Submits the necessary Budgets - Reimbursement Grant Budget Document (BGRG) to the Budget Office and conducts the necessary analysis to determine if a Budgets - Central Expense Document (BGCN) is necessary.


14. Provides clarification and assistance to housing agency staff concerning DHCD program reporting and implements them once approved.


15. Designs systems to facilitate the management of short-term temporary programs; tracks payments and provides information as required.


16. Responsible for the oversight of special projects and coordination of computer requirements and report generation.


17. Acts as the Agency resource processing documents and answering questions in a timely, professional manner, and helps to resolve problems.  Responds to all phone calls and e-mails within 24-48 hours of receipt and completes and/or coordinates all requirements, etc.  Every week/month all outstanding filing shall be filed away in the proper location.  These are essential functions of the position.


18. All communications are delivered in a professional and courteous manner with the understanding that agency staff are our customers, along with the Regional Administering Agencies (RAAs) and Local Housing Authorities (LHAs) throughout the Commonwealth.  The incumbent will serve as a lead in resolving questions from our customers by simplifying administrative procedures as well as the presentation of rules and regulations whenever possible to ensure the customer understanding of the policy, rules, regulations, etc.


19. Ensures that the Fiscal Director is aware of concerns, problems, issues that are unable to be resolved within a reasonable period of time (24 hours) and/or you are having difficulty communicating with a customer and need assistance.  Ensures the Fiscal Director is never blindsided by an issue and is made aware of all customer complaints and/or concerns and/or possible liability for the Agency.


20. It is essential to ensure the office is always covered and that at least one Bureau of Rental Assistance Finance Personnel is in the office and able to respond to customers, unless receiving prior approval from the Fiscal Director that coverage can be altered.  Communication within the team is key, as is prior planning and organization.  These are essential functions to be successful in this role.


21.  All other duties as assigned including but not limited to; complete assignments in a timely, accurate, courteous, professional manner; is a team player and willing to pitch in and help out when needed and take on additional assignments as needed which are appropriate for the classification; recognizing critical accounting deadline dates and that it is important to be in the office on those days, unless incumbent has sought and received prior approval to be absent; attends trainings and meetings as required and takes initiative to research other trainings and/or educational opportunities to better improve his/her skills and career growth.




1. Proficiency in the Commonwealth fiscal systems: Commonwealth Information Warehouse and MMARS applications.


2. Proficiency in Microsoft Word, Excel, Access and Outlook.


3. Must have a strong customer-service orientation and have excellent organizational and interpersonal skills.


4. Strong attention to detail and analytical skills.


5. Must have good intuition and display sound judgment.


6. Ability to write concisely, to express thoughts clearly and develop ideas in logical sequence.


7. Ability to work collaboratively, independently and as part of a team.


8. Excellent time management skills, including the ability to prioritize work and adjust to changing priorities.


9. Individual must be able to exercise independent judgment in compliance of assigned tasks.


10. Discretion to recognize when consultation is needed to perform a task or project.


11. Ability to exercise discretion in handling confidential information.


12. Ability to prepare reports in a clear and logical manner.


13. Knowledge of housing agency operations.



The Department of Housing and Community Development (DHCD) is within the Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents. DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management.



Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines.  In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the salary range.


Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.


Please attach a cover letter and resume when applying for this position.



First consideration will be given to those applicants that apply within the first 14 days (by 06/15/18)


Minimum Entrance Requirements: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in accounting or auditing, of which at least (B) two years must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below. 



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. 



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An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.


If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Nancy DePaul - 617-573-1100