Job Description
Job Description
Position Title: Budget Specialist/Bookkeeper
Reports to: Executive Director of Finance
FLSA Status: Exempt
Summary: The Budget Analyst will play a key role in managing, monitoring, and analyzing the program budgets of contracts. This includes assisting in developing budgets for new and renewed contracts, preparing financial forecasts, monitoring utilization against budgeted allocations, and ensuring compliance with fiscal requirements. The Budget Analyst will assist program managers, finance staff, and government agencies to support fiscal responsibility and program effectiveness.
Responsibilities:
- Assist in developing annual and multi-year budgets for contracts, in alignment with program needs and city and state agency guidelines.
- Maintain and update internal budget tracking tools to reflect approved budget changes.
- Monitor expenditure on a monthly and quarterly basis; compare actual spending against budgeted figures.
- Assist in analyzing budget variances, identify risks or funding gaps, and provide actionable recommendations.
- Work with every unit in the Finance department to ensure that expenses are properly allocated and in compliance with contract terms.
- Assist in preparing budget narratives, justifications, and financial reports required by funding agencies.
- Assist in the preparation of reports for audits, site visits, and financial reviews by funding agencies.
- Ensure adherence to all fiscal policies, procurement rules, and OMB directives.
- Assist in maintaining organized and up-to-date documentation of all budget-related submissions and approvals.
- Utilize internal accounting software and city and state systems to manage budget data and submissions.
- Support the implementation of budgeting tools and process improvements across the organization.
- Assist in the review and evaluation of Requests for Proposal (RFPs) for contracted services to ensure alignment with organizational needs and compliance requirements.
- Support the analysis and verification of budgetary components within submitted bids and proposals to confirm accuracy, reasonableness, and adherence to funding guidelines.
- Contribute to the preparation of bid summaries for each contracted service, highlighting key comparisons and recommendations for review by the vendor selection committee.
- Assist in maintaining effective communication with vendors to clarify requirements and expectations, and to facilitate revisions to proposals or contracts as necessary.
- All other duties as assigned.
Professional & Personal Qualifications:
- BA/BS or equivalent in Accounting, Finance, Business, or related field with 2-3 years Budget experience. Knowledge in Quick Books and PASSport.
- AA/AS or equivalent in Accounting, Finance, Business, or related field with 3-5 years Budgeting – experience. Knowledge in Quick Books and PASSport.
- Proven ability to work collaboratively well with diverse groups.
- Proven ability to handle multiple tasks effectively under pressure.
- Strong organizational skills, detail-oriented, and work efficiency.
- Commitment to the mission of the NAICA, Inc.
Work Environment
- Standard office hours with occasional extended hours during reporting cycles.
- Hybrid work schedule may be available based on organizational policy.