Legislative Assistant Jobs in Boston, MA (NOW HIRING)

The Executive Office of Housing and Livable Communities (EOHLC) is seeking a Financial and Operations Analyst in the Office for Administration and Finance!

AGENCY MISSION:

The Executive Office of Housing and Livable Communities (EOHLC) is responsible for building more homes and lowering housing costs across the Commonwealth through partnerships with municipalities, housing authorities, and community stakeholders.

OVERVIEW

The Financial and Operations Analyst supports the development and administration of annual spending plans and budget requests for the Executive Office of Housing and Livable Communities (EOHLC), including IT, Administrative, House, and Senate budgets. They compile, analyze, and monitor budget data, spending trends, and proposed policy adjustments to support budget submissions and fiscal planning activities.

The incumbent prepares fiscal analyses, budget reports, and supporting documentation related to management initiatives, legislative actions, and regulatory changes affecting agency programs; and assists in the development of budget presentations, briefing materials and other fiscal communications for agency leadership to support submissions to Executive Office for Administration and Finance (ANF) for engagement with legislative stakeholders, including House and Senate Ways and Means Committees.

The Financial and Operations Analyst reviews and processes financial transactions and accounting documents related to IT and administrative operations, including encumbrances, payments, allotments, transfers, and expenditure corrections. They collaborate with IT and Administrative staff to track expenditures, monitor available funding, reconcile accounts, identify cost savings, and ensure compliance with Commonwealth fiscal policies, accounting standards, and internal controls.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

1. Accounts Payable and MOSAIC Transactions

       Process invoices, encumbrances, and payments in MOSAIC in accordance with Office of the Comptroller's policies.

       Review invoices for accuracy, completeness, and proper authorization.

       Match invoices, purchase orders, and receiving documentation.

       Ensure timely payment processing within statewide payment guidelines.

       Maintain vendor records and respond to vendor payment inquiries.

       Meets regularly with Budget Director and HLC financial representatives to resolve spending variances.

       Reports spending actuals and projections on a monthly basis and more frequently (even daily) as needed to inform financial decisions.

2. Financial Analysis and Reporting

       Analyze financial data and prepare reports, reconciliations, and supporting schedules.

       Monitor expenditures and identify discrepancies or variances.

       Work directly with subgrantees for federal grant programs to review expenditure reports.

       Support preparation of federal and other financial and grant reports.

       Assist with budget tracking, forecasting, and fiscal reporting.

       Prepare reports and maintain transaction record trackers.

       Review reports, memoranda, etc., for completeness, accuracy and content.

3. Compliance and Internal Controls

       Ensure compliance with state finance law, procurement requirements, and internal controls.

       Maintain documentation to support audit readiness and financial transparency.

       Assist with internal and external audits by preparing schedules and responding to inquiries.

       Apply knowledge of Governmental Accounting Standards Board and Commonwealth policies to daily operations.

4. Operational and Budget Support 

       Prepare and send State Appropriation Spending plan templates and maintenance schedules to Divisions. Compile and review submitted spending plans, and discuss recommendations and revisions with Budget Director. 

       Joint Ways and Means, Mid-year review, Year-end review, Trust Sweep Exercise  

o   Collaborate with Division staff to collect and compile the information required to support accurate and timely responses to House and Senate budget analysts.

o   Prepare and submit compiled budget materials and supporting documentation to the Budget Director for review and approval.

       Capital Investment Plan, Capital Spending Plan, Cashflow and Capital Allotment 

o   Work closely with the Fiscal Managers to obtain the required information 

o   Send the compiled document to the Budget Director

5. Process Improvement

       Identify opportunities to improve Budget processes and efficiency.

       Develop or update procedures and job aids.

PREFERRED QUALIFICATIONS:

1.     Excellent oral and written communication skills.

2.     Strong interpersonal skills.

3.     Technically savvy with the ability to learn new programs and systems quickly.

4.     Demonstrated attention to detail and a high degree of accuracy in performing financial and analytical work.

5.     Knowledge of MMARS/MOSAIC and Commonwealth Information Warehouse.

6.     Strong presentation skills, in-person and virtually, and the ability to prepare charts, presentations, and other visual aids.

7.     Knowledge of Division of Housing Stabilization programs, policies, and systems is a plus.

8.     At least intermediate proficiency utilizing Microsoft Word, Excel, PowerPoint, and Access.

COMMENTS:

Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

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 appropriate 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.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS:  Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I.  A Bachelor's degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*

II.  A Graduate degree with a major in business administration, budget management, public administration, industrial engineering or industrial management may be substituted for a maximum of three years of the required experience.*

III.  A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. 

NOTE:  Educational substitutions will be permitted for a maximum of three years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

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

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.