Budget Coordinator

Full-Time and Permanent; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year

DEFINITION

This is a full performance level administrative and supervisory position involving the collection, analysis, and reporting of budget information used in the development of the school system budget. 

An employee in this class is responsible for completing grant and budget reports and documents necessary in the development of the school district’s budgets.

The work involves independent responsibility for grant related activities including estimating salary and program costs verifying transaction documents, correcting errors, researching, and resolving discrepancies, and preparing reports.

It also involves collecting and analyzing budget information from grant managers and school administrators; completing reports on expenditure patterns and fund allocations; and verifying, organizing, analyzing, and presenting information needed to develop school budgets.

An employee in this class works independently under the supervision of the Executive Director of Budget and Grants Management. The position will supervise the day-to-day activities of one Budget Analyst and/or two Budget Specialists in the department.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed by each position in the class).

Provides technical support and oversight of all aspects of the grant budget process, including grant allocations to schools and departments, maintaining appropriation tables within the financial information system, reviewing budgetary data, and designing and distributing grant status reports to schools and departments.

Monitors, analyzes, and reports on the expenditures of central office budget allocations; analyzes and summarizes departmental expenditures; evaluates departmental budget requests; provides recommendations for budget optimization; researches and recommend changes in budget policies and procedures; compiles and disseminates monthly expenditure reports to departments; produce the monthly board report to school board and any other required budget reports to the board; conducts group and individual in-service sessions on the expenditure reporting process.

Provides training and assistance to grant managers, principals, administrators, and clerical staff in managing grant and operating budget accounts, tracking expenditures, and interpreting financial accounting reports.

Assists the Executive Director of Budget and Grants Management in all stages of developing the general fund budget, including: (a) recommendations of the Superintendent, (b) consideration of and adoption of the School Board, and (c) final approval and appropriation by City Council.

Manages a system of allocations and controls for expenditures, staff assignments, and overseeing personnel and non-personnel accounts to ensure that budgeted amounts are not exceeded.

Collects, analyzes, and reports all information needed to develop a budget; analyzes departmental budget requests; estimates costs including personnel turnover and salary increment costs; evaluates existing school system programs, procedures, and personnel positions; projects cost-of-living salary increases;

summarizes specific cost figures for each account classification within the budget; estimates costs for new programs and major enhancements.

Accurately compiles and organizes information for all stages of the district budget and records budget actions on the school division’s financial system.

Designs and disseminates budget forms, instructions, and correspondence necessary for the collection of budget requests from the division executives, principals, and administrators; translates programmatic requirements into a preliminary working draft budget.

Completes reports and documents required by the school board and funding agencies to include capital budget plans, summaries of projected revenues and expenditures, and summaries of new personnel and position reductions. Reconcile and maintain system of position control to ensure allocations are not exceeded.

Controls, monitors, and maintains the personal services budget; monitors and analyzes personnel/payroll information; reviews daily personnel action reports; maintains a listing of personnel titles within salary account classifications; estimates salary allowances; monitors personnel counts, including authorized positions, personnel employed, and vacancy rates.

Organizes and compiles budget account information as required by state statute; outlines budget allocations and assignment of personnel within budgeted accounts; builds database to collect and sort information.

Coordinates the annual Impact Aid program and ensures, controls, and monitors the smooth process of disseminating and collecting cards for school division.

Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Thorough understanding of budgetary principles, practices, and policies.

Ability to create and manage budgets.

Skills and experience in compiling and analyzing extensive amounts of data necessary for budget forecasts and projections.

Excellent written and verbal communication skills.

Proficient in Microsoft Office Suite or related software, as well as budget creation and analysis software.

Strong managerial skills.

Strong organizational skills and attention to detail.

MINIMUM EDUCATION, EXPERIENCE AND TRAINING REQUIREMENTS

Possession of a bachelor’s degree in accounting, business, public administration, finance, economics or related fields.

LICENSE

None

PHYSICAL ATTRIBUTES

Work involves physical effort encountered in normal office activities.

HAZARDS

Normal office environment but frequent travel to meetings and conferences.

UNUSUAL DEMANDS

Continuing and constant stress in meeting exacting deadlines and in responding to urgent demands for extensive information and data, and in dealings with employee groups and public organizations and governing bodies.

Salary : $80,133 - $132,684