Budget Operations Manager

at  Catholic Charities Community Services

SUMMARY

The Budget Operations Manager oversees the budget needs of the Immigrant & Refugee Services Division across a variety of Federal, State, City contracts. The Division has 50+ funding sources totaling a budget of approximately $38 million with a staff of 280+. The overall objectives of the position include: coordinating with department directors in the timely completion of budget drafts, budget modifications/amendments, and budget closeouts. In addition, the Budget Operations Manager will track and review contract/grant spending and projections to ensure proper spenddown and to avoid uncovered costs. The Budget Operations Manager should have strong communication skills in order to consult with all personnel involved in the budgeting process. Advanced Excel skills are required due to the complexity of the budget planning process and the analysis of budget-related financial reports. This position is critical to ensuring the maximum utilization of the division’s funding resources. This position works in close collaboration with the Finance Manger of Contracts and the Director of Divisional Operations.

QUALIFICATIONS:

• Bachelor’s degree in related field, or equivalent professional training related to this position. Required
• Previous experience building detailed line-item budgets for multiple departments and divisions.
• Experience with both direct and indirect expense allocations to grants and contracts.
• Advanced Excel skills to build budgets, prepare variance reports, forecasts, as well as budget scenario planning.
• Direct experience with Federal, NYC, and NY State government contracts in relation to financial reporting.
• Ability to draft and complete programmatic workplans associated with budgets.
• Other duties as assigned.
• Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi-task, prioritize duties, and manage time effectively.
• Excellent organizational skills, communication (oral & written), and interpersonal skills.
• Ability to manage deadlines and high-volume communication in a fast-paced environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, SharePoint, etc.).
• Ability to work and communicate effectively and sensitively in a multicultural environment.
  Position Type and Expected Hours of Work:
  This is a full-time position. Days and hours of work are generally 9:00AM - 5:00PM Monday -Friday. Additional evening/weekend hours may be required to meet deadlines and divisional needs.
  Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasional travel to other sites using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs and be exposed to outside weather conditions.
• Carry a laptop to on/offsite work locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Track and review revenue and expense generation for divisional programs to ensure that budget targets are met and/or adjusted as required; collaborate with the Director of Divisional Operations, Department Directors and the Catholic Charities Community Services Finance team in reviewing, approving and adjusting staff allocations and commitments for non-personnel expenditures; draft budgets and budget modification documents as needed.
• Implement and manage a quarterly and annual projection process across contracts. Coordinate with and collaborate with the Finance Department with fiscal file reviews to prepare department-level projections and review accuracy of contractual and grant-based claims. Support departments to ensure budget projection data is complete and accurate to analyze and report results.
• Analyze a variety of financial information (e.g. revenues, expenditures, cost projections, supplemental funding, etc.) for the purpose of providing direction and support, making recommendations, maximizing use of funds and/or ensuring overall operations are within budget.
• Assist in the preparation of final budget reports.
• Provide collaborative leadership and analytical support in planning and organizing annual and multi-year budget development; and serve as the primary resource on matters pertaining to budget planning and position control.
• Track and analyze salary ranges for positions across the Division to sustain pay equity across contracts and roles.
• Respond to budget-related requests from senior leadership, budget managers and other constituent groups.
• Prepare and/or review budgets for grant proposals and renewed funding in coordination with department directors.
• Build relationships with administrative and program staff to ensure coding process is effective, accurate, and timely. Develop program-facing compliance tools on allowable OTPS expenses across contracts. Provide training and education as needed to ensure transactional integrity of revenues and expenses.
• Develop time allocation plans for assigned grants and contracts, as well as participate in year-end close-out of grants and contracts.
• Oversee the physical and electronic filing, safekeeping, archival, and retrieval of divisional financial documents.
• Other job-related duties as assigned.

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasional travel to other sites using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs and be exposed to outside weather conditions.
• Carry a laptop to on/offsite work locations