4002 Budget Officer

POSITION IDENTIFICATION

TITLE Budget Officer

CLASSIFICATION NUMBER 4002

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR College Dean or Cost Center Head

MAJOR ADMINISTRATOR Provost or Vice President

GENERAL FUNCTION

The Budget Officer implements budgeting and financial record keeping procedures to ensure efficient coordination of various departmental, grant, and designated accounts, maintains accurate information regarding the financial status of the cost center, advises the immediate supervisor regarding financial decisions, assists the immediate supervisor and the cost center’s department heads with allotment and expense projections, and prepares a variety of operational and financial reports and spreadsheets. The Budget Officer coordinates the development of training programs and presents and/or facilitates the presentation of specific topical training sessions related to financial and budgetary topics in support of various cost center initiatives.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required. 

Experience: With a Bachelor’s degree in Accounting, Finance, Management or a related field, no experience is required.  With a Bachelors degree in fields other than those described above, two years of experience in an accounting, budgetary, or management position is required.  

Skills: Strong computer skills, including the development of spreadsheets and reports using graphs and charts, are required. Good interpersonal, communication, organizational, and administrative skills required. The ability to initiate and follow through with work responsibilities and to meet deadlines with a minimum of supervision is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures efficient coordination of various cost center, departmental, grant, and designated accounts by implementing budgeting systems and financial records which are compatible with the University's accounting and reporting systems.

2. Interprets University financial reports and advises the cost center head regarding financial decisions by providing accurate information regarding the financial status of individual accounts and the cost center as a whole.

3. Assists the immediate supervisor in annual budgeting and financial planning by providing allocation and expense projections.

4. Ensures the financial integrity of departmental, grant, and designated budgets by monitoring balances and expenditures.

5. Provides assistance to the immediate supervisor by collecting, organizing, and analyzing financial and other statistical data for the preparation of financial and non-financial reports, establishing reporting deadlines for cost center staff providing data for these reports, and utilizing the University systems to assist with financial management responsibilities.

6. Coordinates budgetary and other statistical data with other University offices, as directed.

7. Serves a liaison between the cost center and Financial Services on financial matters such as budget submission and clarification of financial and budgetary policies and procedures, particularly relating to grants and contracts compliance.

8. Assists the cost center head to assure proper use of University funds by reviewing all Position Authorization forms and Personnel Action forms routed to the cost center, verifying budget information, and noting questions and concerns.

9. Monitors and responds to inquiries regarding the status of vacant positions and associated salary savings.

10. Assists the cost center head in the development of the annual salary increase matrix to determine annual salary increases based on performance and equity.

11. Assists the cost center head by coordinating the purchase of supplies and equipment by identifying prospective vendors, obtaining cost estimates, selecting equipment and related vendors, serving as a liaison between the cost center and various departments, and overseeing the purchasing process.

12. Presents training and development sessions related to financial and budgetary topics to cost center employees in support of University programs and organizational initiatives.

13. Utilizes effective interpersonal, problem-solving, and decision-making skills to handle special administrative and trouble-shooting projects assigned by the immediate supervisor by gathering information, coordinating and communicating with various departments, and following through with projects to completion.

14. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the immediate supervisor.

16. Contributes to the overall success of the cost center by performing all other essential duties and responsibilities as assigned, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.

SUPERVISION

The Budget Officer is supervised by the College Dean or cost center head and may exercise supervision of other employees as assigned.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2014

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 2 - 400 Points: Work involves services including collecting, processing, and disseminating information and providing advice to others. Work activities may be complex and likely affect the accuracy, reliability, or acceptability of further processes or services to the extent that others rely on the advice given in order to make decisions. Work activities typically affect the efficiency of the department but have relatively minor effects on operations within the cost center. Individuals in jobs at this level are often responsible for actively documenting, monitoring, and controlling expenditures. Incumbents may recommend minor expenditures, but have no substantive authority over budgets.