Budget Operations Manager

Description

Summary
The Budget Operations Manager will provide essential support to the needs of the Immigrant & Refugee Services Division across a variety of Federal, State, City contracts as well as local agencies including Vera Institute of Justice, Acacia, United States Conference of Catholic Bishops (USCCB), New York State Office for New Americans (ONA), NYC Human Resources Administration (NYC HRA), Department of Youth and Community Development (DYCD), New York State Office for Temporary and Disability Assistance (NYS OTDA), NYC Small Business Services (SBS), New York State Education Department (NYSED) as well as several foundation grants. The overall objectives of the position include tracking and reviewing program spending and ensuring that spending is on target and in accordance with program guidelines. This position would comply with required quarterly, monthly, and biannual grant, reimbursement, and voucher submissions. The Manager will need to possess strong communications skills to work with all budget makers and understand their impact on and align with organizational, financial, and program goals. Strong spreadsheet skills and appreciation of complexity of budget needs as it relates to on-the-ground service goals will also be necessary for scenario planning and budget creation. This newly created integral position, reporting directly to the Director of Divisional Operations is necessary for the Immigrant & Refugee Services Division to proactively pursue and achieve short and long term strategic financial and mission goals.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Track and review revenue and expense generation for divisional programs to ensure that budget targets are met and/or adjusted as required; assist the Director of Divisional Operations, Department Directors and CCCS Finance team in reviewing, approving and adjusting staff allocations and commitments for non-personnel expenditures; draft budgets and budget modification documents as needed.
• Assist in the preparation of the government vouchers and customer invoices with documentation.
• Oversee the physical & electronic filing, safekeeping, archival, retrieval of divisional financial documents.
• Provide collaborative leadership and analytical support in planning and organizing annual and multi-year budget development and serve as the primary resource on matters pertaining to budget planning and position control.
• Track and analyze salary range for positions across the Division in order to sustain pay equity across contracts and roles.
• Respond to budget related requests from senior leadership, budget managers and other constituent groups.
• Prepare and/or review budgets for grant proposals, coordinating with fundraising and program areas.
• Implement and manage a quarterly projection process across contracts. Coordinate with and assist members of the Finance Department in fiscal file reviews to prepare department-level projections and review accuracy of contractual and grant-based claims. Support departments to ensure budget projection data is complete and accurate in order to analyze and reports on the results.
• Analyze a variety of financial information (e.g. revenues, expenditures, cost projections, investments, etc.) for the purpose of providing direction and support, making recommendations, maximizing use of funds and/or ensuring overall operations are within budget.
• Build relationships with administrative and program staff to ensure coding process is effective, accurate, and timely. Develop program facing compliance tools on allowable OTPS expenses across contracts. Training and educational efforts are necessary to ensure transactional integrity of revenues and expenses.
• Develop time allocation plans for assigned grants and contacts as well as participate in year-end close - out of grants and contracts.

Position Type and Expected Hours of Work:
The position entails working at CCCS' main immigration office and other sites, including occasional travel throughout the Archdiocese. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional evening/weekend hours may be required to meet deadlines and divisional needs.

Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Remain stationary at a workstation, in court/meetings, and use a computer at least 75% of the time.
• Remain stationary and/or ambulate to instruct and monitor during trainings and presentations.
• Carry a laptop to offsite work locations.

Salary range: $80,000.00 to $95,000.00 a year.

Qualifications

• Graduation from an accredited college or university or equivalent professional training related to the position.
• Experience building detailed line-item budgets for multiple departments and divisions.
• Direct experience with financial reporting and vouchering.
• Experience with both indirect and direct expense allocations to grants and contracts.
• Strong Excel skills to build budgets, prepare variance reports, forecasts, as well as scenario planning.
• Strong interpersonal, organizational, and managerial skills.
• Ability to prioritize and handle multiple complex tasks. Able to perform job functions with attention to detail, speed, and accuracy. Ability to convene and lead meetings.
• Excellent communication and listening skills. Must be able to make observations and assessments, enjoy working with people.
• Proven team leader; highly motivated. Able to work cohesively as part of a team and with minimal supervision.
• Utilize good judgment and discretion in the handling of confidential information.
• Demonstrated commitment to and experience in immigration program services.
• Commitment to exploring alternative approaches for program management.
• Direct experience with NYC government contracts financial reporting, vouchering.
• Excellent oral, research, writing, analytical and organizational skills.
• Excellent interpersonal and communication skills.
• Ability to prioritize and handle multiple complex tasks.
• Ability to convene and lead meetings.
• Ability to work both independently and in a highly collaborative team environment.
• Ability to work in a fast-paced environment.
• Ability and experience working with diverse individuals and immigrant communities.