Budget Coordinator

City of New York; New York (NY); On-site; USD 65,000 - 80,000; Full time

Job summary

The NYC Department of Environmental Protection (DEP) seeks a Principal Administrative Associate II to support the Source Water Protection Directorate, Watershed Support Unit. You will track expenses, assist in spend planning, and produce budget reports, while maintaining accuracy across multiple systems.

Ideal candidates will have advanced Excel skills, Office proficiency, experience with NYC databases, and the ability to manage diverse tasks in Kingston or Arkville, NY.

Qualifications

• Bachelor's degree or higher with 2+ years of clerical/administrative experience.
• Experience supervising staff or coordinating administrative work required.
• Strong proficiency with Microsoft Office and budgeting databases.
• Education or experience substituted as allowed by civil service rules.

Responsibilities

• Track SWP expenses against annual spend plans and update budgets.
• Reconcile budgets in bureau databases and correct discrepancies.
• Update tracking spreadsheets and archive documents digitally.
• Produce ad hoc budget and spending reports on demand.
• Manage 80 PO payments for wastewater O&M activities.

Skills

Microsoft Office

Advanced Excel

Database queries

Data entry

Attention to detail

Communication

Teamwork

Deadline management

Education

Bachelor's degree

Administrative experience

Tools

FMS

Passport

Job description

As per civil service Rule 3.2.11 candidates must live outside the five (5) boroughs or be permanent in the civil service title listed in order to be considered for appointment.

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.

The Bureau of Water Supply seeks to hire a Principal Administrative Associate II, for a position within the Source Water Protection Directorate, Watershed Support Unit. Source Water Protection (SWP) is responsible for implementing a wide variety of partnership, regulatory and non regulatory programs throughout the water supply watershed. The Watershed Support Division manages an annual budget of approximately $120 million including capital and expense funding to support those watershed programs.

Under direction of the Budget & Procurement Section Chief, the Budget Coordinator will carefully track the SWP expense and capital budgets. They will assist in the development of annual spend plans, track spending, assist in capital plan updates and submit budget modifications as directed. They will need to keep internal spreadsheets and Bureau databases up to date and conduct special projects as required. Additionally, the Budget Coordinator will manage the wastewater treatment plant O&M quarterly payments for approximately 80 facilities. Specific duties include:

• Track the expense budget against the annual spend plan.
• Reconcile the expense budget against the Bureau database on a frequent basis and resolve discrepancies.
• Update applicable tracking spreadsheets and save all documents to the correct digital locations.
• Produce ad hoc budget and spending reports as requested.
• Track the capital budget plans and capital spending of the Upstate Real Property Services section.
• Manage 80 purchase orders for the wastewater treatment plant Operational and Maintenance (O&M) payments.

Please note, while this position has been posted for Kingston, NY, we may change it at the time of hire to accommodate the chosen candidate. Possible alternative reporting locations includes Arkville, NY.

PREFERRED SKILLS:

• Knowledge and proficiency with Microsoft Office and Adobe programs
• Advanced Excel skills
• Experience with NYC databases such as FMS and Passport preferred
• Experience using databases to extract and input information
• Ability to critically review documents and compare them to a standard
• Detail oriented and highly organized
• Ability to concurrently manage multiple tasks with a high degree of accuracy
• Excellent communication and follow up skills
• Ability to work well with others to resolve issues
• Ability to consistently track and meet deadlines

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.

WORK LOCATION:

71 Smith Street

Kingston, NY 12401

Kingston is a City in Ulster County, New York approximately 90 miles north of New York City

OR

669 County Rd 38

Arkville, NY 12406

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or

3. A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.

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 not required for this position.As per civil service Rule 3.2.11 candidates must live outside the five (5) boroughs or be permanent in the civil service title listed in order to be considered for appointment

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.