Budget Coordinator

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide complex professional and technical support to the financial, budgeting and administrative functions of the Public Works Department. Employees in this classification specialize in budget preparation and analysis, and the coordination and administration of grants, bids and other project development activities.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Under the general direction of the Budget & Capital Projects Manager, prepares and/or collects comprehensive information for use in the creation of the annual budget for the Public Works Department; performs research, data collection, analysis, and synthesis of information used to develop the budget, including the use of historical information, capital improvement projects, pending programs, and forecasts of future expenditures and revenues.
• Participates in the administration of the adopted budget; reconciles the accounting system to the approved budget; tracks expenditures and revenues; monitors performance measures; reviews and makes recommendations to approve control budget amendments to ensure compliance with appropriation limits, financial policies, program goals and objectives; and reviews and makes recommendations to approve the creation of new budgetary accounts.
• Assists in presenting budget recommendations to senior management and elected officials; conducts additional research and/or explanations upon request; incorporates recommendations and/or directives; and attends public workshops and hearings related to the adoption of the budget.
• Performs financial reviews and analyses for the Department; compiles and evaluates operational data and cost histories; makes recommendations to improve cost and operational effectiveness; reviews internal and external billing activities and financial statements; conducts monthly financial close out procedures; monitors budget and financial status; prepares reports of analyses and recommendations; and prepares budget amendments as necessary.
• Performs purchasing functions for the Department; reviews specifications for bids and requests for proposals; works with the City’s Purchasing Department in the negotiation and execution of contracts; ensures goods and services comply with contract specifications; and works with vendors to resolve issues pertaining to contracted goods and services.
• Serves as a liaison and technical resource to Department managers and other senior staff regarding budget and other financial matters; may provide guidance and direction to lower-level budget analysts and other administrative staff; prepares reports, executive summaries, resolutions and presentations; responds to questions, complaints and requests for information pertaining to the budget.
• Oversees grant compliance activities for the Department; ensures that the Department is in compliance with all laws, regulations, and guidelines regarding grant acquisition and management; prepares progress updates and other reports that may be required, and monitors schedules and deadlines to ensure timely submittal of documents.
• Performs a variety of professional accounting duties; pays vendor invoices according to contracts and laws; invoices other agencies for services provided; creates purchase orders; sets up new project numbers; and processes travel reimbursements and credit card payments.
• Maintains automated and manual files for assigned programs, including databases, spreadsheets, correspondence, regulatory references, and financial records.
• Responsible for inventory reporting; submits acquisition and disposal forms; and oversees disposal of hard asset items.
• Coordinates activities with Collier County and other municipalities when appropriate due to participating party agreements; ensures all necessary supporting documents are filed within the city for grantor monitoring and auditing purposes.
• Operates a personal computer to enter, retrieve,…