Associate Budget Analyst, DECE - 26917

NYC Public Schools; New York (NY); On-site; USD 94,000 - 104,000; Full time

Job summary

NYC Public Schools is seeking an Associate Budget Analyst to support the Division of Early Childhood Education. The role focuses on managing budgets, procurement, data systems, and reporting for Pre-K contracts with CBOs and UPK vendors.

The position involves forecasting expenditures, encumbrance management, and coordinating with multiple offices to ensure fiscal compliance and timely payments. Strong analysis and communication skills are essential.

Qualifications

• Knowledge of word processing software, spreadsheets, and databases.
• Ability to collaborate effectively with colleagues at all levels of the organization.
• Capable and detail oriented multitasker who can prioritize and remain professional in demanding situations.
• Ability to learn quickly and succeed in the rapidly changing environment.
• Team player capable of resolving organizational roadblocks.
• Talent for listening, asking effective questions, and synthesizing information.
• Strong orientation to customer service.
• Excellent spoken and written communication skills.

Responsibilities

• Acts as liaison to NYCPS program initiatives to provide support, including enrollment outreach and general programmatic and operational support.
• Works directly with programs to resolve issues.
• Handles issue escalation; directs inquiries to the NYCPS expert/entity that can assist in resolving them.
• Conducts regional trainings and summits for new programs.
• Responsible for data maintenance and reporting; issues daily reports to Operations Directors.
• Acts as a resource to resolve issues related to contracts; communicates relevant information expeditiously.
• Forecasts expenditures and perform substantive financial analysis as needed.
• Initiates encumbrance requests based on updated analysis of projected financial need for each assigned contract, and updates encumbrance and payment databases.
• Maintains contract information in the PreKIDS and contract files including CBO fiscal documentation.
• Manages all Field based Pre‑Kindergarten and tax‑levy and reimbursable budgets and expenditures.
• Participates in audits and reviews conducted by external oversight agencies.
• Coordinates receipt of registration documents from all UPK vendors.
• Supervises and monitors student data entry into ATS.
• Communicates with vendors regarding children already entered into ATS.
• Submits weekly updates to Operations Manager.
• Supports parent inquiries regarding enrollment.
• Confirms ATS entries with UPK Vendors.
• Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
• Facilitates payments and certification of services.
• Ensures UPK fiscal compliance, including budgets, modifications, and expenditure reporting requirements.
• Maintains trackers and reports used to monitor operational functions.
• Manages the process of budget modifications and related actions to ensure established goals and objectives.
• Analyzes, reviews, and verifies pertinent data related to invoices and payment requests.

Skills

Budget analysis

Financial modeling

Procurement/contract

Data reporting

Cross-functional collaboration

Education

Master’s degree in economics / finance / accounting / business / public administration (with related experience)

Bachelor’s degree with three years of related experience

Associate degree or 60 credits with five years of related experience

High school diploma with seven years of related experience

Education/experience combination with substitution rules

Tools

None

Job description

Position Summary: The Division of Early Childhood Education (DECE) supports the operational and programmatic functions of early childhood education programs for New York City children in elementary schools, Pre-K Centers, and New York City Public Schools (NYCPS) contracted settings including Community Based Organizations (CBOs) and Family Childcare (FCC) programs. DECE provides families with access to high quality, inclusive early childhood programs for children birth to five in diverse settings, supporting children’s growth and development. By working in partnership with families and programs, DECE ensures that children are engaged, nurtured, and supported.

Under the direction of the Senior Director and Senior Deputy Director of Finance, the Associate Budget Analyst works closely with the Budget Analyst and Program Associates to manage fiscal matters for all Division of Early Childhood Education contracted programs. They will be the point person for high priority special projects and Field Office procedures in areas including but not limited to budget; procurement/contract; document systems; file management; inter/intra office affairs. This will include building budget models, supervision of office expenditures, ensuring compliance with city and departmental procurement rules, and proper execution of all related transactions in NYCPS mainframe and web based systems. Performs related work.

Reports to: Senior Deputy Director of Finance, Early Childhood Education

Direct Reports: N/A

Key Relationships: DECE Senior Leadership, DECE Senior Directors, DECE Data, Enrollment and Finance sub teams, DECE Field Offices, Borough Support Centers, Division of Contracts and Purchasing, Division of Financial Operations, Office of Auditor General (OAG), and other central NYCPS offices and New York City Early Education Centers (NYCEECs).

Responsibilities

• Acts as liaison to NYCPS program initiatives to provide support, including enrollment outreach and general programmatic and operational support.
• Works directly with programs to resolve issues.
• Handles issue escalation; when unable to answer a question or resolve an issue, directs inquiries to the NYCPS expert/entity that can assist in resolving them.
• Conducts regional trainings and summits for new programs.
• Responsible for data maintenance and reporting; issues daily reports to Operations Directors.
• Acts as a resource to resolve issues related to contracts; communicates relevant information expeditiously.
• Forecasts expenditures and perform substantive financial analysis as needed.
• Initiates encumbrance requests based on updated analysis of projected financial need for each assigned contract, and updates encumbrance and payment databases.
• Maintains contract information in the PreK Integrated Data System (PreKIDS) and contract files including CBO fiscal documentation.
• Manages all Field based Pre‑Kindergarten and tax‑levy and reimbursable budgets and expenditures. This includes:
• proper execution of financial and related administrative support functions;
• formulating and processing budget submissions;
• assisting with fiscal year opening and closing processes;
• monitoring encumbrances and reporting receipts of delivery;
• initiating purchase orders to ensure that they're within procurement guidelines and budget projections, and coordinating with the offices to liquidate unnecessary open encumbrances; and
• troubleshooting vendor payment problems.
• Participates in audits and reviews conducted by external oversight agencies, e.g., NYC Comptroller’s Office, VESID, and the Office of the Auditor General (OAG).
• Coordinates receipt of registration documents from all UPK vendors (NYCPS and ACS).
• Supervises and monitors student data entry into ATS.
• Communicates with vendors regarding children who have already been entered into the ATS system.
• Submits weekly updates to Operations Manager.
• Supports parent inquiries regarding enrollment.
• Confirms ATS entries with UPK Vendors.
• Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
• Facilitates payments and certification of services.
• Ensures UPK fiscal compliance, including budgets, modifications, and expenditure reporting requirements.
• Maintains trackers and reports used to monitor operational functions.
• Manages the process of budget modifications and related actions to ensure established goals and objectives.
• Analyzes, reviews, and verifies pertinent data related to invoices and payment requests.

Qualification Requirements

Minimum

• 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 one year 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; or
• A baccalaureate degree from an accredited college and three years of satisfactory full‑time professional experience in the areas described in "1".

above.

• An associate degree or completion of 60 semester credits from an accredited college and five years of satisfactory full‑time professional experience as

described in “1” above.

• A four‑year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and seven years of satisfactory full‑time professional experience as described in

“1” above.

• A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at

least one year of experience as described in “1” above.

Plus

In addition to meeting the minimum requirements, individuals must have two additional years of the experience described in "1" above.

Preferred

• Knowledge of word processing software, spreadsheets, and databases.
• Capable and detail oriented multitasker who can prioritize and remain professional in demanding situations.
• Ability to collaborate effectively with colleagues at all levels of the organization.
• Ability to learn quickly and succeed in the rapidly changing environment.
• Team player capable of resolving organizational roadblocks.
• Ability to learn quickly and succeed in the rapidly changing environment.
• Talent for listening, asking effective questions, and synthesizing information.
• Strong orientation to customer service.
• Excellent spoken and written communication skills.

Salary

$94,364 - $103,800

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

• New York City Residency is NOT Required *

AN EQUAL OPPORTUNITY EMPLOYER

The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

DOE Non- Discrimination Policy

No discrimination in any aspect of the DOE’s enterprise, from recruiting into the workforce to providing training, is assured. All departments and employees are required to sign the Non-Discrimination and Harassment Policy. The policy, which has been reviewed and amended as necessary, says employers must provide a work environment that is fair to all use of language. Under the Agency’s policy, we have an expectation that all DO, DPL, DHS, OM, and Treasury employees will comply with all relevant laws that prohibit discrimination or harassment. DO employees are required to sign a statement that these standards were followed. They must meet the following guidelines: - These employees, recruitment experiences should be fair, so the ADA will ensure that all candidates are free of discrimination and suffering. - Qualifications will be kept as birth.

REQUESTING AN ACCOMMODATION - APPLICANTS

Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process. If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing [e-mail]. The determination of the accommodation request will be communicated to the applicant in writing.

https://infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025---accommodations.pdf

Public Service Loan Forgiveness

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