Administrative Budget Analyst

City of New York•New York City, NY

About The Position

With an overarching mission to eliminate ageism and ensure the dignity and quality of life of approximately 1.8 million older New Yorkers, the NYC Department for the Aging is deeply committed to helping older adults age in their homes and creating a community-care approach that reflects a model age-inclusive city. The Bureau of Financial Services is responsible for administering the agency’s operating and capital budgets. The Bureau ensures funds are available for the procurement of goods and services, invoices are paid in a timely manner, and that all funds are spent on allowable services, with reasonable and auditable costs that reflect the agency's mission. The Bureau reviews audited financial statements from providers and investigates areas of concern. The candidate responsibilities will include but are not limited to:

Requirements

A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school; or
A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area.
An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" above.
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience as described in "2" above.
A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma.

Responsibilities

Create budget modifications in the City Financial Management System (FMS) for both Personnel and Other than Personnel budgets.
Review and submit increases and decreases of existing contracts in FMS3.
Assist in the reconciliation of the internal operating budgets with FMS to ensure that the initial budget, modifications and chargeback’s are posted correctly.
Work directly with grant managers to review and update their budgets in FMS and prepare Grant budget modifications.
Serves as a liaison between General Services, Procurement, Grant Managers and the Budget Unit to approve/review purchase requests.
Prepare and submit quarterly updates to the Spending Plan for Office of Management and Budget (OMB) via FMS and other budget exercises such as the Miscellaneous Revenue and Monthly Variance reports as requested by OMB.
Serve as a Budget Preparer in Passport for AOTPS budget actions.
Act as a liaison and in providing information to OMB and internal NYC Aging's Program areas on budget modifications, grant applications and other budget request.
Coordinate with Office of Human Resources (OHR) on Staff positions and Personnel funding availability.
Set up and update Personnel Services (PS) allocations and maintain records of PS changes based on grant allocation, salary adjustments and staff reorganizations and other actions implemented by Human Resources.
Personnel Services (PS) is set up on time for new fiscal year payroll. Personnel Services (PS) allocation report reflects current Notice of Grant Awards. Keep records of when personnel need to be moved in budget codes to ensure that it stays within budget of the grant application.
In conjunction with management oversee review and approval of job postings, Personnel Action Requests (PARs) and other hiring proposals for appropriate funding, headcount and business justification. All Human Resources actions are updated in the system in a timely manner. Maintain the Personnel Projection Spreadsheet to real time information.
Maintain, create, update and prepare statistical reports using Excel.
Assist in the preparation of the Annual Update.
Review and analyze grant budgets prepared by Grant Directors.
Execute special projects assigned by Financial Services Senior Leadership.
Participate and assist in preparing the Capital Budget for NYC Aging.