Administrative Services Assistant

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