Budget Analyst

New-York-City-Department-of-Citywide-Administrative-Services; New York; On-site; USD 85,000 - 120,000; Full time

Job summary

New York City Department of Citywide Administrative Services (DCAS) FMC Budget Unit oversees 55+ city buildings, managing OTPS over $50 million and PS over $80 million to ensure accurate budgeting and compliant contracts. You will review PASSPort requisitions, log and track requests, reconcile data, and prepare budget modifications to support projects and operations.

The role requires strong Excel skills and knowledge of city procurement rules, with the ability to collaborate with OCP and

Qualifications

• Master's degree in economics, finance, accounting, business or public administration, or JD.
• Bachelor's degree with 2 years relevant budgeting/financial experience.
• Associate degree with 4 years professional budget/financial experience.
• High school diploma with 6 years related experience.
• Combination of education and/or experience with substitutions allowed; must have high school diploma.

Responsibilities

• Review and process all purchase requisitions in the PASSPort portal with accuracy and approvals.
• Log and track all submitted purchase requisitions to ensure timely processing.
• Review and reconcile logs, PASSPort, and FMS data for budget accuracy and compliance.
• Prepare budget modifications as necessary to support project and operational needs.
• Serve as a key liaison with the Office of Citywide Procurement (OCP).
• Review payment requisitions to confirm completeness, accuracy, and adherence to regulations.
• Update payment databases and prepare invoice accounting forms for vouchering and submission.
• Prepare FMS and PASSPort documents for contract increases or decreases as needed.
• Monitor and track contract registrations, ensuring appropriate funding is in place.
• Establish and maintain effective working relationships across the agency and with external stakeholders.

Skills

Budget administration

Financial analysis

Vendor management

Excel proficiency

Education

Master's degree in economics, finance, accounting, business or public administration, or JD

Bachelor's degree + 2 years relevant experience

Associate degree + 4 years experience

High school diploma + 6 years experience

Tools

PASSPort

FMS 2/3

Microsoft Excel

Job description

DCAS's mission is to make city government work for all New Yorkers. From managing New York City's most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including:

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

Facilities Management & Construction (FMC) at DCAS is responsible for managing, maintaining, and operating 55+ City-owned court and office buildings encompassing over 15 million square feet. These buildings are located throughout the five boroughs and include critical facilities such as City Hall, the Manhattan and Brooklyn Municipal Buildings, and the Borough Halls. As the City's landlord for these properties, FMC ensures that each building remains fully functional and operational through the coordinated work of several key units: Building Services, Contract Services, Energy Management, Fire and Life Safety, Mechanical Maintenance & Operations, and the Budget Unit.

The FMC Budget Unit plays a central role in supporting all FMC service units by providing essential budget and contract administration services. This includes financial oversight and management of more than $50 million in the Other Than Personal Services (OTPS) budget and over $80 million in the Personal Services (PS) budget. The Budget Unit is responsible for managing the Line of Service (LOS) budget, processing purchase requisitions, processing payments to contractors, and ensuring compliance with City procurement and financial policies. Details provided are for the Facilities Management side of the LOS only.

Responsibilities for this position include, but are not limited to:

• Review and process all purchase requisitions in the Procurement and Sourcing Solutions Portal (PASSPort), ensuring accuracy, completeness, and compliance with guidelines, coordinate with appropriate leadership for approvals.
• Log and track all submitted purchase requisitions to ensure timely processing.
• Review and reconcile logs, PASSPort, and FMS data to ensure budget accuracy and compliance.
• Prepare budget modifications as necessary to support project and operational needs.
• Serve as a key liaison with the Office of Citywide Procurement (OCP).
• Review payment requisitions to confirm completeness, accuracy, and adherence to Division, Agency, and City protocols.
• Update payment databases and prepare invoice accounting forms for vouchering and submission to the Engineering Audit Office (EAO).
• Prepare Financial Management System (FMS) and PASSPort documents for contract increases or decreases, as needed.
• Monitor and track contract registrations, ensuring appropriate funding is in place.
• Establish and maintain effective working relationships across the agency and with external stakeholders.

Minimum Qualifications

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 Juris Doctor degree from an accredited law school; or

A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: 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, labor 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.

An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" 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 six years of satisfactory full-time professional experience as described in "2" 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.

Preferred Skills

• Proficiency in FMS 2 and 3, including payment voucher processing, invoice processing, accounts payable, and budget management.
• Experience with PASSPort for procurement, contract management, vendor management, budgets, and invoicing.
• Knowledge of NYC Procurement Policy Board (PPB) Rules, Comptroller's Directives, and City fiscal/procurement procedures.
• Strong knowledge of contract administration, invoice review, payment processing, and reconciliation.
• Proficiency in Microsoft Excel, including formulas, pivot tables, data analysis, and tracking reports.
• Ability to review complex payment packages, identify discrepancies, resolve vendor issues, and ensure compliance with contract requirements.
• Ability to manage multiple contracts, invoices, and deadlines in a fast-paced environment with a high volume of transactions.

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.