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Plans, organizes, and facilitates the activities, information, and services in connection with developing, adjusting, and maintaining the District's budget and internal controls.Consults with departments, campuses, and programs for allocation of budgets for general and special funds and related accounting operations, which includes monitoring of budget adjustments and comparative performance reporting.
Distinguishing Career Features
The District Budget and Grants Manager facilitates strategic budget development processes to arrive at the District's tentative and adopted budgets and provide subject matter leadership and control over the daily budget operations.The Manager applies complex analytical and statistical methodologies in the development of accurate internal budgetary controls, policies and procedures and timely financial reports for management's use in monitoring of spending and available funding in their departments.The Manager requires the ability to facilitate all phases of the budget development process, convert and activate approved budgets for day-to-day accounting transactions and adjustments, oversee special funding, and monitor actual expenditures.
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs.Incumbents typically perform a substantial portion or all of the following kinds of duties:
• Plans and organizes the budget development process by conveying schedules, supplying information to executives and other management involved in the process, managing the flow of information, and preparing budget documents for executive review and Board action.
• Develops grant and other special fund budgets.Researches and reviews proposed grants to determine allowable expenses include those for overhead and administration.Approves budgets for submittal to funding agencies.Oversees and constructs charts of accounts and assignment of location numbers.
• Prepares budget and financial and financial performance reports.Runs complex comparative analysis of actual-to-budget.Identifies revenue and expense variances, errors to be corrected, and works with departments to research and prepare explanations.
• Prepares time-sensitive compliance and performance reports which are required for budget advisory committees and external oversight agencies.
• Serves as resource to the Director of Financial Services, Controller, and campus-based financial managers for preparing and guiding budget development reviews, resolving budgeting and accounting issues, analyzing data such as income and expense patterns, and preparing forecasts.
• Works within intermediate and long range parameters for revenue resources to project expenditures, including those that bear uncertainty such as labor and staffing, taxes, utilities, insurances, savings opportunities, and unanticipated expenditures.
• Develops decision support tools in spreadsheet formats for maintaining funds and performing "what-if" calculations. Develops cost models and otherwise assists management with their ability to monitor accounts, programs, projects, and commitments.
• Performs financial and budgetary analysis while preparing of budget performance, budget projection, and salary tracking reports.Develops statistical models to forecast expenditures
• Supervises maintenance of the District's position control system, including records for all authorized and funded positions in District.Imports accounting and payroll data and anticipated or contracted changes into worksheets to facilitate executive and department reviews.• Prepares journal entries and posts payroll expenses into the financial system.
• Authorizes budget transfers for income and expenses.Tracks income, accounts receivable, purchase orders, contracts, and expenses to assure proper accounting and handling during fiscal year changes.
• Participates in year-end closing procedures.Works with departments to reconcile and close accounts and determine beginning fund balances carried over into new fiscal years.
• Provides assistance to external auditors.Oversees and assembles information from checklists and other auditor requests.Prepares internal control checklists for the department and orients other departments to requests.Prepares adjustments and corrective measures suggested by auditors such as journal entries to income, expense, and fixed assets.
• Establishes standards and conducts performance appraisals of assigned staff.Identifies areas and action plans for skill development.
• Maintains up-to-date knowledge and skills related to the duties and responsibilities and reviews and analyzes new legislation affecting the budgets and reporting.
• Performs other related duties as required to accomplish the objectives of the position.
Qualifications and Physical Demands
Knowledge and Skills
Requires knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting and Auditing Standards (GAAS) theory and practices. Principals, practices and methods of general and governmental or school district accounting and budgeting including Government Accounting Standards Board (GASB). Education Code, Community College Budget and Accounting Manual and other State Codes applicable to position.
Requires specialized professional knowledge of the principles, and procedures of accounting, audit, and reporting for general education and special funds.Requires in-depth knowledge of the principles and procedures used in budget preparation and maintenance of internal controls.Requires working knowledge of the principles and techniques used in financial analysis and research.Requires in-depth knowledge of the accounting data entry and database storage systems used by the district.Requires knowledge of state and federal laws and regulations governing the budgeting and financing of community college districts and local laws, ordinances, codes, regulations and policies affecting the budgetary systems of the District.Requires working knowledge of the external audit process.Requires a working knowledge of centralized purchasing, contracting, and other functions that have links to accounting.Requires advanced math skills to perform an array of business and statistical calculations.Requires well-developed skill with personal computer software sufficient to design and use spreadsheet, database, presentation, and decision support models.Requires sufficient written English language skills to prepare reports to oversight agencies and seen by the public.Requires sufficient human relations skills sufficient to facilitate group processes and presentations, conduct performance appraisals, and communicate technical concepts to audiences with diverse skill sets.
Requires the ability to carry out all aspects of the position.Requires the ability to develop and sequence budget preparation steps, conduct analyses of accounting details, prepare financial reports, prepare decision support tools to support oversight of grants, capital projects, and on-going commitments. Requires the ability to review compliance with internal and generally accepted accounting controls and standards.Requires the ability to gather and analyze data and develop conclusions and recommendations.Requires the ability to develop projections using historical data and inferential methods.Must be able to think critically and creatively.Requires the ability to supervise, train, evaluate and motivate staff in a way that optimizes service.Requires the ability to plan, organize and prioritize complex and technical work processes in order to meet schedules and timelines.Requires understanding of, sensitivity to, and commitment to meeting the needs of individuals from diverse academic, socioeonomic, cultural, disability, and ethnic backgrounds.Requires the ability to work collaboratively and productively with internal and external constituencies.
Incumbent requires the ability function indoors engaged in work of primarily a sedentary nature.Requires sufficient ambulatory ability to move about office environs and locations.Requires the ability to sit for extended periods of time to accomplish deskwork.Requires sufficient manual dexterity to use a computer keyboard and 10-keypad at an advanced rate.Requires sufficient visual acuity to recognize printed materials.Requires auditory ability to hear and respond to in-person and phone conversations, and lead discussions with small groups.
Education and Experience
The position requires a Bachelors degree in accounting, finance, business administration and 5 years of experience in budgeting, fund accounting, and financial reporting, with one year in a leadership role over accounting or budget transactions.Or, any combination of education and experience that would meet the required qualifications.
Licenses and Certificates
May require a valid driver license.
Coast Community College District is an Equal Opportunity Employer