What are the responsibilities and job description for the Budget and Purchasing Coordinator position at City of Rock Island?
JOB
Under the general supervision of the Finance Director, performs a variety of tasks including preparing and tracking the City’s annual budget; coordinating city-wide purchasing and procurement functions for all departments and handling highly confidential information such as confidential information related to collective bargaining.
The position performs diverse administrative activities involving public contact and requires effective coordination with other City departments and agencies. Considerable initiative, independent judgment and discretion is required in carrying out assigned duties within the established departmental policies and procedures. The position is responsible for preparing the City’s annual budget, processing city-wide budget adjustments, creating various budget related documentation (such as the Government Finance Officers Association Distinguished Budget Presentation Award), monitoring account budget levels and coordinating city-wide purchasing and procurement functions. The work is performed with wide latitude for exercising independent judgment under the general direction and guidance of the Finance Director who reviews work for desired results and adherence to policies and procedures.
EXAMPLE OF DUTIES
Serves as the budget officer, establishes the budget format, type and criteria; assists departments in the preparation of budget requests; estimates revenues; appraises, adjusts and coordinates budget requests; participates in budget reviews; compiles final budget for review by the Finance Director, City Manager and City Council; monitors budget activity for compliance with budget and City policies.
Creates the budget document for submittal for the Government Finance Officers Association Distinguished Budget Presentation Award.
Analyzes department budgeting and accounting reports to maintain expenditure control.
Consults with managers to ensure that budget adjustments are made in accordance with policies.
Reviews operating budgets to analyze trends affecting budget needs.
Assists in the preparation of or prepares special reports, correspondence and other materials as required.
Coordinates city-wide purchasing and procurement functions in compliance with State and City policies.
Prepares and processes purchase orders and reconciles encumbrances, maintaining proper documentation for all authorized purchases, for audit compliance.
Establishes and maintains a current vendor list promoting competitive purchasing and participation in cooperative purchasing with other governmental entities.
Implement and maintain ongoing process and policy improvements based on recognized best practices.
Provide procurement guidance and strategies to departments, Finance Director, City Manager and elected officials.
Maintains the highest level of confidentiality in the handling of sensitive documents, correspondence and communication.
Updates the City’s website to ensure the Finance Department’s information is up to date and accurate.
Participate in the Illinois Association of Public Procurement Officials and Institute for Public Procurement.
Trains city-wide administrative staff on utilizing the purchasing software or budgeting software.
Work as a team member with other departments to achieve City and department objectives.
Performs related duties as assigned.
SUPPLEMENTAL INFORMATION
Selected candidates must meet a residency requirement, which includes living in the state of Illinois or Iowa and must report within 60 minutes after being called into work for an overtime assignment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office setting; hand eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk and lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to focus. The noise level in the work environment is usually quiet.
Under the general supervision of the Finance Director, performs a variety of tasks including preparing and tracking the City’s annual budget; coordinating city-wide purchasing and procurement functions for all departments and handling highly confidential information such as confidential information related to collective bargaining.
The position performs diverse administrative activities involving public contact and requires effective coordination with other City departments and agencies. Considerable initiative, independent judgment and discretion is required in carrying out assigned duties within the established departmental policies and procedures. The position is responsible for preparing the City’s annual budget, processing city-wide budget adjustments, creating various budget related documentation (such as the Government Finance Officers Association Distinguished Budget Presentation Award), monitoring account budget levels and coordinating city-wide purchasing and procurement functions. The work is performed with wide latitude for exercising independent judgment under the general direction and guidance of the Finance Director who reviews work for desired results and adherence to policies and procedures.
EXAMPLE OF DUTIES
Serves as the budget officer, establishes the budget format, type and criteria; assists departments in the preparation of budget requests; estimates revenues; appraises, adjusts and coordinates budget requests; participates in budget reviews; compiles final budget for review by the Finance Director, City Manager and City Council; monitors budget activity for compliance with budget and City policies.
Creates the budget document for submittal for the Government Finance Officers Association Distinguished Budget Presentation Award.
Analyzes department budgeting and accounting reports to maintain expenditure control.
Consults with managers to ensure that budget adjustments are made in accordance with policies.
Reviews operating budgets to analyze trends affecting budget needs.
Assists in the preparation of or prepares special reports, correspondence and other materials as required.
Coordinates city-wide purchasing and procurement functions in compliance with State and City policies.
Prepares and processes purchase orders and reconciles encumbrances, maintaining proper documentation for all authorized purchases, for audit compliance.
Establishes and maintains a current vendor list promoting competitive purchasing and participation in cooperative purchasing with other governmental entities.
Implement and maintain ongoing process and policy improvements based on recognized best practices.
Provide procurement guidance and strategies to departments, Finance Director, City Manager and elected officials.
Maintains the highest level of confidentiality in the handling of sensitive documents, correspondence and communication.
Updates the City’s website to ensure the Finance Department’s information is up to date and accurate.
Participate in the Illinois Association of Public Procurement Officials and Institute for Public Procurement.
Trains city-wide administrative staff on utilizing the purchasing software or budgeting software.
Work as a team member with other departments to achieve City and department objectives.
Performs related duties as assigned.
SUPPLEMENTAL INFORMATION
Selected candidates must meet a residency requirement, which includes living in the state of Illinois or Iowa and must report within 60 minutes after being called into work for an overtime assignment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office setting; hand eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk and lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to focus. The noise level in the work environment is usually quiet.
