BUDGET SPECIALIST (322531)

Phoenix Union High School District; Phoenix (AZ); On-site; USD 60,000 - 80,000; Full time

Job summary

Phoenix Union High School District seeks a Budget Specialist to manage, monitor, and report on non-local, State, Federal and private grants. You will work with program directors and staff to secure funding and ensure financial compliance.

Responsibilities include grant budgeting, reporting, and coordinating with ADE systems; you will oversee budgets and prepare journal entries and abstracts for grant awards.

Qualifications

• High School diploma or GED; Associate's or Bachelor's in Accounting preferred; four years of accounting or budget management experience, or an equivalent combination.

Responsibilities

• Performs financial administration and oversight for grant-related programs; prepares budgets and monitors expenditure categories.
• Guides program managers on grants, contracts, and budgets to align with guidelines.
• Identifies grant opportunities within Arizona Department of Education systems and tracks reports.
• Verifies grant expenditures and budgets; trains staff on coding and account maintenance.
• Maintains expenditure budgets in the general ledger; coordinates with departments to balance budgets and generate reports.
• Prepares annual federal abstracts for grant submissions to Governing Board.

Skills

Planning & prioritizing

Report writing

Financial statements

Regulations knowledge

Data research

Record keeping

Grant compliance

Typing

Communication

Customer service

Initiative

Education

High School diploma or GED

Associate’s degree in Accounting or related field

Bachelor’s degree in Accounting or related field (preferred)

Equivalent combination of education, training, and experience

Job description

DEPARTMENT: Accounting & Payroll

WORK YEAR: 12 Months

PXU SALARY SCHEDULES: Education Support Professional

SUMMARY

The Budget Specialist manages, monitors, and provides guidance and reporting for all non-local, State, Federal, and private grants. Works collaboratively with the other District staff and departments to efficiently manage existing grant funds and identify and secure new funding.

ESSENTIAL FUNCTIONS

• Performs functions of financial administration and oversight for grant-related programs; provides guidance and reporting. Compiles, develops and prepares grant documentation to include budgets and interpretation of funding requirements for correct calculation of expenditure categories; monitors and ensures all grant-related budgeting administrative policies, procedures, and agency requirements are being followed and fiscal and program compliance and reporting requirements are met.
• In collaboration with Program Director, provides guidance to program managers and district staff for grants, contracts, sub-contracts, and agreements to align grant-related budgets to guidelines and requirements. Works directly with Program Director and program managers to manage grant-related budget and works to resolve any discrepancies.
• Identifies other grant opportunities within Arizona Department of Education system and informs program managers and/or other departments. Monitors and inputs Federal grant data in Arizona Department of Education (ADE) systems; creates and manages timelines of required reports or other relevant submissions to grant awards.
• Reviews and approves online requisitions for grant related funds. Verifies items are approved in the grant application or amendment prior to releasing final budget approval. Checks for correct coding and adequate budget capacity. Provides training and support to sites related to coding and account maintenance and expending funds within the grant guidelines. Prepares correcting journal entries for miscoded items.
• Establishes and maintains expenditure budgets for grant related funds in the general ledger system; coordinates with the Program Director and departments to balance the budgets and use them to create the general ledger. Monitors grant budgets and expenditures to ensure targets are met.
• Initiates and processes budget adjusting journal entries; coordinates budgeted funds from program to fiscal end for all State and Federal budgets based on application(s)/amendment(s) submitted and Gifts and Donations. Prepares annual Federal abstracts for current and future grants to be submitted to Governing Board for approval.
• Prepares, interprets and presents budget reports, written and verbal reports, correspondence, agenda items, and other documents including but limited to monthly and annual budget reports for all grant-related funds, specialized-system budget reports, complex financial reports and budget analyses as requested by end users and administration.
• Performs complex financial analysis and daily posting procedures for grant-related funds. Coordinates with IT department in all computer matters related to the fiscal system and establishing and revising procedures.
• Evaluates and processes cash reimbursement and cash order requests for expenditures within approved grant and ensures the timely submission as requested by ADE.
• Reviews all grant-related activities to verify proper coding on documents and budget availability; ensures required documentation for grant expenditures, including employee time and pay are accurate and received in a timely manner with appropriate administration approval.
• In collaboration with Program Director, develops and maintains specialized databases, spreadsheets, documentation and systems to support all State and Federal grants and gifts and donation expenses; sets up automated budget and accounting reports using appropriate reporting programs.
• Supports the relationship between the Phoenix Union High School District and the public by demonstrating courteous and professional behavior when interacting with students, parents, visitors, and school staff; maintains absolute confidentiality of work-related issues, client records, and school information; follows Governing Board Policies; performs all other related duties as required or assigned.

The above essential functions are intended to represent only the key areas of responsibilities and not a comprehensive listing of all functions and duties performed by incumbents of this class.

REQUIRED QUALIFICATIONS

• High School diploma or GED equivalent; Associate's degree in Accounting or related field; Bachelor's degree in Accounting or related field preferred; AND four years of accounting or budget management experience; OR an equivalent combination of education, training, and experience.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Skill in planning, prioritizing, and completing assignments with minimum supervision.
• Skill in writing professional reports and correspondence from brief instructions.
• Skill in preparing financial statements and reports.
• Skill in understanding, explaining, and applying relevant rules, regulations, policies, and procedures.
• Skill in researching and compiling data for reports, presentations, and technical documents.
• Ability to maintain accurate records.
• Ability to follow verbal and written instructions and procedures.
• Ability to monitor grants and identify compliance issues.
• Ability to type and enter data with speed and accuracy.
• Ability to communicate effectively both verbally and in writing.
• Ability to provide excellent customer experiences, including but not limited to interacting tactfully and courteously with the public.
• Commitment to create and sustain a thriving learning and working environment for students and staff.
• Ability to establish and maintain effective working relationships.
• Ability to use initiative within organizational policies, procedures and guidelines.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

• Work is performed in a standard office environment.

The Board is committed to a policy of nondiscrimination in relation to race, color, religion, sex, age, national origin, disability or sexual orientation, as well as gender identity, gender expression and immigration status. This policy will prevail in all matters concerning staff members, students, the public, educational programs and services, and individuals with whom the Board does business. Any person who believes he or she has been subjected to discrimination, harassment or retaliation on the basis of any protected reason other than disability may file a complaint under Administrative Regulation JB-R, or may contact the Superintendent's designee, the District Hearing & Compliance Officer at:

Phoenix Union High School District
4502 N. Central Avenue
Phoenix, Arizona 85012
Phone: [phone]
E-mail: [e-mail]