Building Budget Coordinator

Performs professional, advanced-level budget coordination, preparation, research, analysis, forecasting, and procurement services.  Communicates with all Building Department personnel to share information related to the budget, projections, procedures and needs.  Coordinates all purchases for the Building Department; handles grant coordination and tracking process; creates, manages and maintains budget databases to generate reports and performs professional work and general accounting administration for the Building Department as well as general operations oversight of major processes in the regulatory environment.

Works under the general supervision of the Building Director, Building Official, and/or designated staff. This position is classified as an exempt full-time employee with a 40-hour work week.

Essential Functions: 

• Performs advanced administrative work including, but not limited to transcribing correspondence and records maintenance, such as letters, memoranda, general orders, reports, rules, and standard operating procedures and maintaining department records and special programs as directed by the Building Director.
• Prepares departmental Personnel Action Forms, monitors employees’ time, and processes departmental payroll.
• Aides the Building Director in the preparation of annual budget estimates and accompanying descriptions of need and monitors the department’s budget accounts.
• Prepares, or assists in the preparation of various budget proposals, reports and recommendations to ensure that the department meets its goals and objectives.
• Administers the departmental vehicle maintenance to ensure maintenance standards are being adhered to by all departmental personnel.
• Generates purchase orders, processes invoices, and inputs receivables in the Munis system.
• Oversees the completion of departmental employee evaluations to adhere with due dates 
• Receives and manages after-hours and callback inspections requests, managing invoicing, inspection scheduling, and Kronos timekeeping entries. 
• Monitors and maintains departmental contracts with vendors.
• Compiles, develops, and analyzes both internal and external reports and studies.
• Provides support for grant-writing programs, customer outreach programs, interdepartmental and Interagency programs, etc.
• Provides employees with support and maintenance of field and office equipment.
• Manages and organizes office, breakroom, and first aid kit supplies and uniform compliance in association with the operating supplies budget.
• Serves as a liaison between departments in the resolution of day-to-day administrative and operational issues.
• Performs any other assigned duties as directed by the Building Director or designee.

MINIMUM QUALIFICATIONS

• An Associate’s degree in finance, accounting or related field is required.  A Bachelor’s degree or higher education is preferred.  
• Minimum (5) years of experience in the performance of general secretarial and clerical work, office management, building department/regulatory agency and financial planning experience required.
• Prior experience in the construction or engineering field or Building Department administration is preferred.
• Considerable knowledge of modern office practices and procedures.
• Must be computer literate with knowledge of Microsoft Office and Adobe Acrobat programs.
• The minimum requirements may be waived by the City Manager.

  MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED 

Knowledge, Skills and Abilities:

• Ability to get along with others and work effectively and courteously with the public and fellow workers.
• Must be fluent in the English language.  Ability to communicate in Spanish is a plus.
• Ability to accept, receive, and/or collect payments.
• Ability to prepare and/or process purchase orders.
• Ability to deal with confidential and sensitive matters.
• Ability to ensure accountability for inventory/property management.
• Ability to manage or administer grant funds.
• Ability to manage the budget within assigned unit/division.
• Ability to make sound recommendations that impact the budget.
• Ability to determine allocation of budget among divisions.
• Ability to manage the budget within assigned department.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to use computers for word processing and/or accounting purposes.
• Ability to use or repair small/light equipment, such as power tools.
• Ability to repair, develop, or install computer hardware or network systems.
• Knowledge of Munis Financial Systems and Kronos Timekeeping software is a plus.
• Must be a non-smoker.
• The minimum requirements may be waived by the City Manager.

Physical Requirements:

• Ability to exert up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.