Job Description

JOB

Under the general supervision of the Associate Director of Administration and/or Director, theBudget Coordinating Officer III functions a technical administrative role to enhance efficiencyand ensure smooth operations. An employee in this class is responsible for performingadministrative staff assignments and office management work. Acts as the lead to lower-levelstaff. Work is performed in accordance with agency's regulations and procedures.



EXAMPLE OF DUTIES

Assists in planning, developing and executing operating procedures for the Office ofManagement and Budget.Provides assistance in managing and monitoring the organization's revenue and expenses to staywithin the budget.Coordinates and manages the calendar for meetings, travel arrangements, and appointments.Provides support to senior management in financial planning and guidance to lower-level staff inthe work processed.Prepares and submits financial reports to the Director as needed.Reviews and approves purchase orders and invoices to ensure they align with the budgetallocation.Collaborates with the Associate Director of Administration and/or Director to understand theirbudget needs.Identifies and analyzes budget discrepancies and recommends solutions to resolve them.Prepares and modifies documents to include correspondence, reports, and emails.Maintains accurate and up-to-date financial records and documents.Offers recommendations for enhancing policies and procedures to improve budget developmentand management processes.Participates in audit activities and ensures compliance with financial regulations.Performs other related duties as required.



SUPPLEMENTAL INFORMATION

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITIONKnowledge of departmental policies and procedures, rules and regulations.Knowledge of the general theory and principles of budgeting.Knowledge of public sector financial policies, procurement laws, and compliance standards.Knowledge of budget cycles, forecasting, and financial planning.Skill in organizational development.Skill and proficient with office equipment, including photocopiers and telephone systems.Skill in computer operations and applications.Ability to plan and prioritize.Ability to interpret and understand complex procedural and general administrative legislation,rules and policies, and apply them to a wide range of problems for recommending courses ofaction.Ability to communicate effectively both orally and in writing.Ability to establish and maintain effective working relationships with all people contacted.Ability to prepare and consolidate budget estimates and other financial, statistical, andadministrative reports as required.Ability to prepare comprehensive activity reports of agency functions.FACTOR 2- SUPERVISORY CONTROLSWork is assigned to the employee by the immediate supervisor or Agency Head. The employeeis expected to perform with minimal supervision. Work is reviewed for conformity withestablished laws, rules and regulations through progress reports, conferences, and evaluations.FACTOR 3- GUIDELINESGuidelines include federal and local laws, rules and regulations, grant award conditions, contracts,agreements, OMB circulars, memos from regulatory departments including the Office ofManagement and Budget, Department of Finance and Property and Procurement.FACTOR 4- COMPLEXITYThis position entails identifying and analyzing budget discrepancies and operating in accordancewith generally accepted accounting practices. Work requires the employee to functionindependently.FACTOR 5- SCOPE AND EFFECTThe purpose of this position is to provide general financial and operational guidance, supportingbudget examination and preparation, and various phases of budgetary analysis.FACTOR 6- PERSONAL CONTACTSContacts are agency heads, supervisors, co-workers, fiscal officers, other GVI employees, thepublic and key stakeholders within the local, federal government or the community.FACTOR 7- PURPOSE OF CONTACTSContacts are made to obtain and distribute pertinent and accurate information.FACTOR 8- PHYSICAL DEMANDSWork is mostly sedentary with minimal physical demands including lifting at least 30 lbs.FACTOR 9- WORK ENVIRONMENTWork is performed primarily in an office setting, where no special safety regulations orprecautions are necessary.