What are the responsibilities and job description for the Budget Specialist position at Norfolk Public School District?
Non-Exempt; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade MM
DEFINITION
This is full performance level administrative work involving the collection, analysis, and reporting of budget information used in the development of school system budgets, both grants and operating. An employee in this class is responsible for completing grants and budget reports and documents necessary for the compilation of the school district’s budgets. The work involves independent responsibility for grant related activities including estimating salary and program costs, checking and 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 funds allocation; and verifying, organizing, analyzing, and presenting all information needed to develop final school budgets. An employee in this class performs most work independently and is free to choose own work methods and procedures. The Budget Analyst works under the supervision of the Senior Director of Title I with considerable independence in carrying out assigned tasks.
ESSENTIAL FUNCTIONS OF THE CLASS
Administers and oversees all aspects of the grant budget process, including calculating appropriated grant allocations for schools and departments, inputting, and maintaining appropriation tables within the financial information system, reviewing expenditure data, and designing and distributing necessary reports to inform the schools and departments of appropriations and expenditures on a consistent basis.
Assists the Title I Senior Director with writing and executing the Title I Application narrative and budget.
Collects, compiles and organizes information and data for the preparation of the proposed and final version of the Title I budget; transfers correct figures and amounts from the preliminary budget; revises information as necessary including personnel, cost of living salary increases, benefits costs and other costs to the grant.
Administers and oversees all aspects of the school and departmental appropriation process, including calculating appropriated amounts for all schools and departments, input and maintaining appropriation tables within the financial information system Munis, reviewing expenditure data, and designing and distributing necessary reports to inform the schools and departments of appropriations and expenditures on a monthly basis.
Designs and develops the necessary budget forms and correspondence for the collection and compilation of system wide budget requests from the superintendent, associate superintendents, program managers, principals, directors, coordinators, and supervisors to translate Title I program requirements into a preliminary working draft budget; disseminates budget instructions.
Updates budget section of the Title I Handbook to ensure compliance.
Sets budget calendar, including workshop dates, budget deliberations, and projected Title I school board approval dates.
Oversees and coordinates “working drafts” of the preliminary grant fund budget, instructional and non-instructional improvement listings, and new program initiative costs based upon programs manager’s budget requests and budget data research; prepares data for review by the Title I Senior Director, Chief, Superintendent and School Board.
Monitors, analyzes, and reports on the expenditures of allocated grant funds in schools; computes initial school allocations; analyzes and summarizes school expenditures; compiles and disseminates monthly expenditure reports to principals; summarizes system-wide school expenditures; researches and corrects any incorrect charges to schools; conducts group and individual in-service sessions on the allocation 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 Senior Director of Title I in the development of the preliminary grant budget for submission to the Superintendent, and the proposed grant fund budget for presentation by the Board to the City Council and City Manager, and the final grant budget for adoption by the School Board.
Manages a system of allocations and controls for managing expenditures, assigning staff and overseeing personnel and non-personnel accounts to ensure that budgeted amounts 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 various salary allowances; monitors personnel counts, including number of personnel employed versus number budgeted.
Follows established internal protocols to ensure data is accurate.
Serve as a liaison and collaborate with staff in other departments and offices on issues regarding the grant budget.
Designs and develops the necessary budget forms and correspondence for the collection and compilation of system wide budget requests to ensure funds are being appropriated correctly.
Performs other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Comprehensive knowledge and understanding of the laws, regulations, policies, precedents and practices for the organization and operation of the Norfolk Public Schools.
Comprehensive knowledge of accounting and budgetary planning, practices and procedures.
Experience with State and Federal Grants and OMEGA system.
Skill in researching, compiling, analyzing, and evaluating extensive amounts of data on which to base forecasts and projections relative to the future of school system activities and needs.
Advanced knowledge of microcomputer functions and ability to effectively use accounting, database, spreadsheet, and word processing software.
Ability to communicate effectively, both orally and in writing.
MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS
Possession of a bachelor’s degree in accounting, business or public administration, finance, economics or related fields and considerable experience in grants and budget/accounting program analysis; and progressively more responsible experience in public finance and budgeting or any equivalent combination of education and experience that would provide the knowledge, skills and abilities noted above.
LICENSE/CERTIFICATION
CPA preferred but not required.
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 : $24 - $40
