Administrative Services Assistant/Fiscal Assistant

Job Title: Administrative Services Assistant/Fiscal Assistant
Location: Nashville, TN
Duration: 3+ Months (Extension Possible)

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 enProducts working with financial data and has strong attention to detail.

Key Responsibilities:

• 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

Knowledge, Skills, and Abilities:

• 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

Minimum Qualifications:

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

Preferred Qualifications:

• 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

Work Environment:
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.