Fiscal Records Administrator

ABOUT THE ROLE & THE DEPARTMENT: 
The Community Development Department (CDD) is the planning agency for the City of Cambridge. Comprised of the Community Planning, Economic Opportunity & Development, Transportation Planning, Zoning & Development divisions, and supporting the Housing Department and Office of Sustainability, CDD’s mission is to foster a livable, sustainable, just, and equitable community. Working under the general supervision of the Chief Fiscal Officer, the Fiscal Records Administrator will assist in processing fiscal transactions, tracking activity, and general report preparation. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Specific duties include but are not limited to the following:

Purchasing Responsibilities

• Monitor purchase order requests, determine readiness for processing, and advise project managers of any deficiencies; prepare requisitions for purchase orders in Peoplesoft Financials and record document numbers; obtain W-9 form information from vendors
• Organize travel and training employee reimbursement documentation for purchase orders, in accordance with City Policy.
• Assist with year-end fiscal close out period; review purchase order balances and recommend cancellation of purchase orders as appropriate. Assist with transition to new fiscal year.

 Finance/Payable Responsibilities

•  Monitor submitted invoices for approval status and determine readiness to process; record document numbers. Notify project managers about pending invoice status, as appropriate.
• Match invoices to purchase orders and assemble accounts payable (A/P) package. Prepare bill payable schedules and determine priority.
• Prepare A/P schedule packages for affordable housing development invoices. Record payments and receipts and reconcile in PeopleSoft. Prepare and deliver forms to the Treasury Department as required.

Records Information

• Assist with Fiscal division off-site storage. Maintain physical and electronic documents, respond to telephone calls, and other tasks as directed.
•  Maintain records and system for official files according to Massachusetts Record Retention Schedule; update and purge files accordingly.

 Other Fiscal Responsibilities

• Reviews digital timesheets and prepares initial payroll submission; may prepare payroll adjustments. Pick up checks from City Hall. 
• Weekly or as needed, staff the CDD reception desk. May collect mail from and make deliveries to Cambridge City Hall.
• Perform other related duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School diploma or equivalent; an associate degree is preferred. A minimum of 3 years of fiscal office administration and/or accounts payable experience required, with 5 years of experience preferred; or an equivalent combination of education, training, and experience.

Knowledge, Skills, and Abilities:

• Exceptional organizational skills and strong attention to detail.
• Computer proficiency in Microsoft Office applications including Word, Excel, and Outlook. Familiarity with Smartsheet is preferred. PeopleSoft experience is a plus.
• The City may require that candidates take and pass a computer skills proficiency test in Microsoft Excel, Word, and/or Outlook as part of the hiring process.
• Ability to manage operations independently after initial work orientation.
• Ability to exercise sound judgment, negotiate priorities and manage multiple simultaneous tasks and deadlines.
• Effective and professional written and verbal communication skills.
•  Commitment to anti-racism, diversity, equity, and inclusion. The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideol