Building Budget Coordinator

City of Doral•City of Doral, FL

13h

About The Position

Performs advanced-level budget coordination, preparation, research, analysis, forecasting, and procurement services for the Building Department. Communicates with department personnel about budgets, projections, procedures, and needs; coordinates purchases; tracks grants; and creates and maintains budget databases and reports. Also provides accounting administration and oversees major operational processes in a regulatory environment. Works under the general supervision of the Building Director, Building Official, and/or designated staff. This is an exempt, full-time position with a 40-hour work week. The role includes administrative and records work, payroll and time monitoring, budget preparation and account monitoring, purchasing and invoice processing, vendor contract oversight, vehicle maintenance administration, and coordination of after-hours and callback inspection requests. It also supports grants and outreach programs, maintains equipment and supplies, helps ensure uniform compliance, and serves as a liaison among departments to resolve routine administrative and operational issues.

Requirements

Associate’s degree in finance, accounting, or a related field.
At least five years of experience performing general secretarial and clerical work, office management, building department or regulatory agency work, and financial planning.
Considerable knowledge of modern office practices and procedures.
Computer literacy, including knowledge of Microsoft Office and Adobe Acrobat.
Ability to work effectively and courteously with the public and coworkers.
Fluency in English.
Ability to accept, receive, and/or collect payments.
Ability to prepare and/or process purchase orders.
Ability to handle confidential and sensitive matters.
Ability to ensure accountability for inventory and property management.
Ability to manage or administer grant funds.
Ability to manage a unit or division budget and a department budget, make budget-impacting recommendations, and determine budget allocation among divisions.
Ability to use small office equipment, including copy machines and multi-line telephone systems.
Ability to use computers for data entry, word processing, and accounting purposes.
Ability to use or repair small or light equipment, such as power tools.
Ability to repair, develop, or install computer hardware or network systems.
Must be a non-smoker.
Ability to exert up to 50 pounds of force occasionally, up to 30 pounds frequently, and/or up to 10 pounds constantly to move objects.

Nice To Haves

Bachelor’s degree or higher education.
Prior experience in construction, engineering, or Building Department administration.
Ability to communicate in Spanish.
Knowledge of Munis Financial Systems and Kronos Timekeeping software.

Responsibilities

Perform advanced administrative work, including preparing correspondence and maintaining records, reports, rules, and standard operating procedures.
Maintain department records and special programs as directed by the Building Director.
Prepare departmental Personnel Action Forms, monitor employee time, and process departmental payroll.
Assist the Building Director with annual budget estimates and descriptions of need, and monitor department budget accounts.
Prepare or assist with budget proposals, reports, and recommendations to help the department meet its goals and objectives.
Administer departmental vehicle maintenance to ensure personnel follow maintenance standards.
Generate purchase orders, process invoices, and enter receivables in the Munis system.
Oversee completion of employee evaluations by their due dates.
Receive and manage after-hours and callback inspection requests, including invoicing, inspection scheduling, and Kronos timekeeping entries.
Monitor and maintain departmental vendor contracts.
Compile, develop, and analyze internal and external reports and studies.
Support grant-writing, customer outreach, interdepartmental, and interagency programs.
Support employees with field and office equipment maintenance.
Organize and manage office, breakroom, and first-aid-kit supplies and uniform compliance in coordination with the operating supplies budget.
Liaise with other departments to resolve day-to-day administrative and operational issues.
Perform other duties as assigned by the Building Director or designee.