Department Budget Manager

Financial Operations

Job ID: 5421

• High school diploma
• Minimum five (5) years of experience in a similar position; working collaboratively with staff, clients, and external partners
• Proficient skills in typing, application software for PC including word processing and spreadsheets, Outlook, Google docs, Adobe Acrobat, Smartsheet for workplace productivity and budget management
• Excellent communication skills and customer service etiquette
• Proven attendance record
• Ability to disseminate information in a clear and concise manner to internal and external clients
• Ability to operate in a self-directed manner within a complex initiative, work under pressure, meet tight deadlines and manage multiple projects
• Maintain attention to detail in a multi-project work environment, with potential frequent interruptions, with competing needs requiring clear understanding of prioritization

• Knowledge of local, state, and federal purchasing requirements (including EDGAR) at the fiscal and programmatic level
• Ability to organize the workflow for the department to include contracts, billing, purchasing, travel reimbursements
• Knowledge of budget development of a department
• Strong organizational, communication, presentation and interpersonal skills
• Ability to learn new skills rapidly in a fast-paced environment, work independently with attention to detail, and work with diverse groups of clients and colleagues

• Database management including Smartsheet
• Computer proficiency
• Proficiency in Microsoft 365 and associated applications, Smartsheet, Outlook, Sharepoint
• Ascender Financial

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public
• Manage multiple budgets for the Special Programs department, work with department leadership to ensure budget accuracy, and prepare timelines for budget management
• Maintain department budget spreadsheets and activity plans
• Participate in the grant application process for competitive grants and LOIs
• Process business office paperwork including invoices, accounts payable, staff travel, contracts, and budget changes/transfers
• Generate, track, ensure delivery of all purchase orders for the department
• Generate all invoices for the department
• Create and track all contracts with vendors and districts
• Manage program flow-through funds including processing Letters of Agreement and expenditure claims, and maintaining LEA program/finance contacts list
• Process monthly and bi-annual department staff time & effort reports
• Perform fiscal year beginning and year-end tasks
• Maintain knowledge of business office procedures and train department staff accordingly
• Work closely with budget managers and Coordinator to ensure all procedures pertaining to invoicing, purchasing, contracts, travel, and accounts payable are being followed
• In-person, email and telephone contact with staff and external clients
• Perform other duties as assigned

• Support budget development with coordinators/directors
• Manage budgets and allocate expenditures to correct accounts according to procedures
• Monitor program and/or grant guidelines/expenditures/requirements
• Quarterly budget reviews with staff
• Participate in budget sessions with the Coordinator for Budget Management and team
• Knowledge around revenue generation for local budgets

• Work in a fast-paced, team-focused environment;
• Constant interruptions;
• Work with minimal supervision; self-direct work;
• Maintain a positive, professional attitude with internal staff and external clients;
• Manage multiple project completions while meeting mandated deadlines;
• Understand that changes will occur which may impact workflow;
• Communicate effectively and appropriately under pressure;
• Maintain emotional control;
• Sitting, hearing, speaking, and repetitive hand motions;
• Travel within Region 13;
• Light lifting and carrying (up to 30 pounds)
• Follow policies and procedures