CHARACTERISTICS OF THE CLASS
Under the direction of the Management and Budget Officer, performs specialized and responsible work in the publication of the annual budget document, other budget reports, and correspondence. The incumbent is responsible for relieving the Management and Budget Officer of the design and publication of budget document and reports and works with considerable independence within the scope of established policies and procedures. The position requires discrete handling of confidential and/or sensitive materials during budget preparation, and diplomatic skill in explaining budget procedures and obtaining budget data from City personnel. Incumbent may be required to work in excess of the standard 40 hour week during preparation of the annual budget and other critical periods with the approval of the Management and Budget Officer. Work is reviewed through observations, conferences, reports and from results obtained.
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONS
Prepares and updates budget memo, MUNIS instructions in preparation for the distribution of materials to departments for development of the annual budget. Prepares the annual budget folders.
Prepares memo and five-year capital outlay schedules for distribution to Departments. Verifies accuracy of data from Departments and coordinates five-year capital outlay schedules and appendix page data with Fleet Management for replacement criteria and vehicle number, Information Technology and other City employees.
Prepares memo and five-year capital improvement schedules for distribution to Departments. Verifies accuracy of data from Departments.
Designs budget document page layout using advanced EXCEL processing skills, including tying cells together to ensure figures from division pages are accurate on summary pages, and prepare graphs for revenues and expenditures of each Fund. Input computer generated revenue & expenditure data from budget preparation reports into spreadsheets.
Coordinates with Public Information Officer on selection of budget cover photo.
Coordinates selection of paper and printing schedule for tabs with vendor. Assembles and collates the annual budget document in preparation for printing. Document is printed in house using color and non-color pages.
Assists in the preparation of the City Manager’s Budget letter by preparing requested graphic materials. Prepares draft of City Manager’s second budget letter following adoption of the budget document.
Advanced PDF skills are required to convert the annual budget document to PDF for printing, preparation of compact discs and to be displayed on the City’s website. Generates compact discs of the Annual Budget for distribution.
Assembles the annual budget document using a three ring binder, prepared tabs, and document pages generated in-house.
Formats and binds MUNIS/Crystal budget status reports for distribution to departments on a monthly basis, as well as preparing the monthly Budget Re-cap Report.
Accurately types budget account data for quarterly reports and resolutions using computer-generated reports.
Maintains a log and distributes express purchase orders to City employees.
Performs data entry of budget adjustments and other account data, as needed.
Maintains smooth operations within the Management Services office; solves routine problems; and handles clerical details including phone calls and inquiries from the public concerning City activities and budget related questions from City employees. Prepares letters and correspondence. Opens and distributes mail.
Provides clerical support to the Deputy City Manager as needed and in the absence of the Administrative Assistant.
A. TRAINING AND EXPERIENCE
Associate Degree in Business Administration, Accounting, or Finance from an accredited college supplemented by two years of technical publication, budgeting or accounting experience or any equivalent combination of acceptable training, education and experience as determined by the Department Director. Advanced EXCEL (formula, graph, tying cells) and PDF skills required.
B. KNOWLEDGE, SKILLS, AND ABILITIES
Ability to plan and organize work to meet deadlines.
Ability to follow complex written and oral directions.
Advanced skills in EXCEL & PDF processing to include the use of a personal computer for desktop publishing used to produce a “camera ready copy” for the preliminary and adopted budget document.
Advanced knowledge and skills of Excel spreadsheet applications with the ability to design new spreadsheets and update existing spread sheets with cells tied to other spreadsheets used to produce the annual budget document summary pages.
Knowledge of business English, spelling, punctuation, and mathematics. Skill in performing mathematical calculations.
Knowledge of modern office practices and procedures.
Ability to operate office equipment as required.
Ability to communicate clearly and concisely orally and in writing.
Skill in dealing effectively and courteously with the public and other employees.
Ability to compose effective and accurate correspondence.
Ability to handle non-routine matters.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to meet specific deadlines upon demand.
Ability to handle stress when working with deadlines.
Ability to maintain a high level of concentration with continual interruptions.
Ability to type on computers and typewriters for extended periods of time without rest and at a minimum of 60 correct words per minute.
Ability to key 120 correct characters per minute.
Ability to read and understand computerized budget and accounting reports.
Ability to see, read, write, and type messages, files, forms, labels, etc., in the English language.
Ability to be flexible and change job priorities at a moment’s notice.
Ability to work regularly scheduled hours with little moderation and overtime during budget season.
Ability to control behavior when encountering stressful situations and short deadlines.
Ability to hear, comprehend, and clearly speak the English language.
Ability to speak English when communicating with co-workers and the public.
Ability to print or write cursive letters, numbers, and words legibly in English.
Ability to kneel, squat, sit, and stand for extended periods of time without rest.
Ability to lift and carry packages that weigh up to 15 pounds.
Ability to reach and grasp objects.
Ability to stand, walk, and climb stairs when going to copy room, retrieving mail, and delivering correspondence to other divisions.
Ability to use fingers, hands, and wrists while operating various office machines and writing messages.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.
Revision Date - 2/01/2010