Associate Budget Analyst, DECE - 26917

Position Summary: The Division of Early Childhood Education (DECE) supports the operational and programmatic functions of early childhood education programs for New York City children in elementary schools, Pre-K Centers, and New York City Public Schools (NYCPS) contracted settings including Community Based Organizations (CBOs) and Family Childcare (FCC) programs. DECE provides families with access to high quality, inclusive early childhood programs for children birth to five in diverse settings, supporting children’s growth and development.

By working in partnership with families and programs, DECE ensures that children are engaged, nurtured, and supported.

Under the direction of the Senior Director and Senior Deputy Director of Finance, the Associate Budget Analyst works closely with the Budget Analyst and Program Associates to manage fiscal matters for all Division of Early Childhood Education contracted programs. They will be the point person for high priority special projects and Field Office procedures in areas including but not limited to budget;

procurement/contract; document systems; file management; inter/intra office affairs. This will include building budget models, supervision of office expenditures, ensuring compliance with city and departmental procurement rules, and proper execution of all related transactions in NYCPS mainframe and web based systems. Performs related work.

Reports to: Senior Deputy Director of Finance, Early Childhood Education

Direct Reports: N/A

Key Relationships: DECE Senior Leadership, DECE Senior Directors, DECE Data, Enrollment and Finance sub teams, DECE Field Offices, Borough Support Centers, Division of Contracts and Purchasing, Division of Financial Operations, Office of Auditor General (OAG), and other central NYCPS offices and New York City Early Education Centers (NYCEECs).

• Acts as liaison to NYCPS program initiatives to provide support, including enrollment outreach and general programmatic and operational support.
• Works directly with programs to resolve issues.
• Handles issue escalation; when unable to answer a question or resolve an issue, directs inquiries to the NYCPS expert/entity that can assist in resolving them.
• Conducts regional trainings and summits for new programs.
• Responsible for data maintenance and reporting; issues daily reports to Operations Directors.
• Acts as a resource to resolve issues related to contracts; communicates relevant information expeditiously.
• Forecasts expenditures and perform substantive financial analysis as needed.
• Initiates encumbrance requests based on updated analysis of projected financial need for each assigned contract, and updates encumbrance and payment databases.
• Maintains contract information in the PreK Integrated Data System (PreKIDS) and contract files including CBO fiscal documentation.
• Manages all Field based Pre‑Kindergarten and tax‑levy and reimbursable budgets and expenditures. This includes:
• proper execution of financial and related administrative support functions;
• formulating and processing budget submissions;
• assisting with fiscal year opening and closing processes;
• monitoring encumbrances and reporting receipts of delivery;
• initiating purchase orders to ensure that they're within procurement guidelines and budget projections, and coordinating with the offices to liquidate unnecessary open encumbrances; and
• troubleshooting vendor payment problems.
• Participates in audits and reviews conducted by external oversight agencies, e.g., NYC Comptroller’s Office, VESID, and the Office of the Auditor General (OAG).
• Coordinates receipt of registration documents from all UPK vendors (NYCPS and ACS).
• Supervises and monitors student data entry into ATS.
• Communicates with vendors regarding children who have already been entered into the ATS system.
• Submits weekly updates to Operations Manager.
• Supports parent inquiries regarding enrollment.
• Confirms ATS entries with UPK Vendors.
• Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
• Facilitates payments and certification of services.
• Ensures UPK fiscal compliance, including budgets,…