Contracts & Budget Coordinator

ADVANCEMENT OPPORTUNITIES
Budget Analyst
Office Coordinator II
Office Coordinator III

POSITION SUMMARY

This position provides assistance in the area of Northern Region purchasing administration and Northern Region budget and financial matters, as well as budget cost control. Work involves assistance with development and expense tracking of purchasing contracts impacting multiple sites, establishing vendor relationships, and maintaining vendor compliance for Northern Region. The individual must keep accurate records of the receipt and disbursement of large amounts of money and examine books and records to determine accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides accurate contracts, memos, and account balances for a clear audit trail for all Northern Region budget, purchasing, and contractor expenditures. At year-end, responds to questions related to financial statement preparation.

2. Assists in developing annual budgets encompassing multiple sites and communication across multiple departments. Ensures accuracy of information for upload into the financial system.

3.  Examines contract documents and continuously monitors vendor expenses against contract total. Monitors change order totals for purchasing contracts to ensure compliance with the Board of Directors' policy.

4. Assists in monitoring the annual budget for Senior Manager and Executive Managers' review, as well as monthly raw water reporting. Participates in periodic operating budget reviews and provides quarterly status reports and supporting data to Executive Management and Project Managers for the O&M budget.

5. Responsible for special audits, surveys, reports, and projects as required. Responsible for assisting with asset tracking.

6. May perform other administrative support functions as needed. 

SUPERVISORY RESPONSIBILITIES
This position does not regularly provide work leadership or full personnel management to any employees.

FINANCIAL RESPONSIBILITY

Assists in the preparation of annual budget(s) for the operating project(s) and processing of payments associated with the project budget(s).

QUALIFICATIONS EDUCATION

Minimum 2-year accounting degree preferred. 

EXPERIENCE

Minimum three years of experience as a full-charge bookkeeper with knowledge of fund accounting. 

CERTIFICATES, LICENSES, REGISTRATIONS
Valid Texas driver’s license.

KNOWLEDGE

Must possess a full understanding of proper accounting procedures as related to department budgets, construction fund budgets, and disbursement of funds. In particular, knowledge of fund accounting is essential.

SKILLS AND ABILITIES

The ability to clearly explain budget and account data during meetings is needed. Individuals must be able to communicate effectively with others.

GUIDANCE RECEIVED

Receives periodic supervision and uses guidelines/range of procedures. Follows periodic direct instructions and guidelines, uses policies and procedures that require some interpretation.  Problems that cannot be addressed through an existing guideline, policy, or procedure are referred to a supervisor or more senior position. The incumbent must exercise judgment about whether to escalate issues.

WORKING CONDITIONS
Duties are almost always carried out in an office environment.

TOOLS AND EQUIPMENT USED
Office machines including a copier, 10-key, and computer.