Department Budget Manager

Financial Operations

Job ID: 5554

Job Title: Department Budget Manager

Reports To: Coordinator, Division Budget Management

Salary: This is a full-time, twelve (12) month position at 232 days, with a salary in the range of $56,500 to $60,000.

Job Summary (Primary Purpose):

The Department Budget Manager provides administrative and clerical support to the Instructional Development Team and the LIFT Team/Academic Services Division. The Department Budget Manager position also coordinates all grants and local budgets within the department including management of budgets, invoices, purchases, and support for internal and external clients.

Required Qualifications (Experience, Education, Certificates):

• High school diploma
• Minimum five (5) years of experience in a similar position; working collaboratively with staff, clients, and external partners
• 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

Preferred Qualifications (Experience, Education, and Certificates):

• 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

Knowledge and Skills:

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

Major Job Responsibilities/Essential Functions:

• 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 IDS/LIFT departments, 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
• Process monthly and bi-annual department staff time & effort reports
• Perform fiscal year beginning and year-end tasks
• In-person, email and telephone contact with staff and external clients
• 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
• Perform other duties as assigned

Budget Responsibilities:

• Support budget development with coordinators/directors
• Budget management and oversight for all IDS and LIFT budgets using ESC 13 approved platforms
• Monitor program and/or grant guidelines/expenditures/requirements
• Participate in budget planning for multiple budgets and grants
• Recommend budget changes as needed
• Quarterly budget reviews with staff
• Participate in budget sessions with the Coordinator for Budget Management and team
• Allocating expenditures to the correct accounts according to departmental procedures
• Knowledge around revenue generation for local budgets

Working Conditions (Physical/Mental Demands & Environmental Factors):

• 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 completion 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

Equipment Used:

General office equipment, Windows computer and peripherals, and other equipment as requirements change