Administrative Budget Analyst

Department for the Aging; New York (NY); On-site; USD 85,000 - 120,000; Full time

Job summary

The Department for the Aging seeks a Budget Analyst to support the Budget Planning and Monitoring Unit in managing the Agency’s multi‑million dollar budgets. You will analyze spending, prepare budget modifications in FMS, and coordinate grant budgets with various city partners.

Responsibilities include monitoring operating budgets, reconciling with FMS, and preparing quarterly Spending Plan updates for OMB. Knowledge of Passport for AOTPS and capital planning is a plus.

Qualifications

• Master's degree in a related field with 2 years of budget/financial experience; 18 months in supervisory capacity.
• Bachelor's degree with 4 years of relevant professional experience, incl. supervisory exposure.

Responsibilities

• Monitor agency spending and update operating budgets for divisions.
• Create budget modifications in the City Financial Management System (FMS).
• Process encumbrances and participate in year-end accruals.
• Reconcile budgets with FMS and track modifications and chargebacks.
• Coordinate grant budgets with grant managers and OMB liaison groups.
• Prepare quarterly Spending Plan updates and related reports.
• Assist with Capital and CPs processes and capital forecast updates.
• Communicate status of capital projects with city agencies and OMB.

Skills

Budget analysis

Financial reporting

Analytical thinking

Communication

Project management

Interdepartmental coordination

Excel (Pivot, VLOOKUP)

FMS/2 & FMS/3 knowledge

Education

Master's degree in economics/finance/public administration

Bachelor's degree + 4 years experience in budget/financial roles

Tools

FMS

Passport for AOTPS

Job description

In order to be considered for the position candidates must be a current City Employee and be serving permanently in the title of Administrative Staff Analyst or have taken the most recent Administrative Staff Analyst civil service exam and be reachable for appointment from the resulting list.

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 Budget Planning and Monitoring Unit is responsible for managing the Agency's $600 million Expense Budget and $100 million Capital Budget; preparing budget and financial analyses and reports; and coordinating the Agency's budget and financial activities with the Mayor's Office of Management and Budget (OMB) and other oversight and partner agencies.

The Budget Analyst will work closely with colleagues in Financial Services and operational and program divisions to conduct financial analyses and develop recommendations for senior management. Key responsibilities include:

• Monitor agency spending and procurement activities and review and update operating budgets for assigned divisions.
• Create and process budget modifications in the City Financial Management System (FMS) for both Personnel and Other Than Personnel (OTPS) budgets.
• Process encumbrances in FMS3 and participate in the year-end accrual process.
• Reconcile internal operating budgets with FMS to ensure initial budgets, modifications, and chargebacks are accurately recorded.
• Work with grant managers to review and update grant budgets in FMS and prepare grant budget modifications. Serve as a liaison among General Services, Procurement, Grant Managers, and the Budget Unit to review and approve purchase requests.
• Prepare and submit quarterly Spending Plan updates to the Office of Management and Budget (OMB) through FMS, and assist with other budget reporting requirements, including Miscellaneous Revenue and Monthly Variance reports.
• Serve as a Budget Preparer in Passport for AOTPS budget actions.
• Assist in preparing Certificates to Proceed (CPs), ensuring project scopes align with the Capital Commitment Plan and capital eligibility requirements for Comptroller contract registration, and respond to OMB inquiries regarding pending CPs.
• Update capital forecasts in FMS by forecasting task orders and change orders, modifying the Capital Plan based on current cost estimates, and tracking commitment plan projects against fiscal year targets.
• Prepare Budget Code Modifications and create Fixed Asset Intents (FNs) and Commodity Requisitions (RQC1s) in FMS to support timely contract registration.
• Communicate with other City agencies and OMB regarding the status of capital projects.
• Use FMS and Microsoft Office applications, including Excel and Word, to prepare reports, analyses, and memorandums.

ADMINISTRATIVE STAFF ANALYST ( - 1002A

Minimum Qualifications

1. 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 closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: 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, 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. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or

2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in "1" above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in "1" above.

Preferred Skills

• Strong analytical, interpersonal, and communication skills.
• Excellent written and verbal communication skills.
• Highly motivated and proactive with strong attention to detail
• Ability to exercise independent judgment with minimal supervision with ability to demonstrate effective problem-solving skills.
• Able to work independently and collaboratively as part of a team
• Strong organizational and project management skills
• Ability to prioritize tasks, manage time effectively, and multitask in a fast-paced environment
• Minimum of 5 years of experience in fiscal services
• Understanding of New York City Capital and Expense budget processes and regulations
• Knowledge of citywide rules, regulations, policies, and procedures issued by the Office of Management and Budget (OMB)
• Working knowledge of FMS/2 and FMS/3 Info Advantage tools (preferred)
• Proficiency in Microsoft Excel, including: (Pivot tables, SUMIF functions, VLOOKUPs, Filters, Advanced formatting)
• Preferred experience working with New York City agency budgets.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.