Budget Operations Manager

Job Description

The Agency You’ll Join:
The New York City Mayor’s Office is responsible for overseeing city services throughout the five boroughs, coordinating public agencies and departments, and managing public property. The administration is leading the fight in making the city more affordable, reducing inequality, improving public safety, ensuring delivery of efficient and effective services, and working to make New York City’s economy stronger. We value leadership, transparency, fairness, and efficiency as we actively seek diverse talents from various sectors to join our team. For current job opportunities, visit our careers page.

The Team You’ll Work With:
The Mayor's Office to End Domestic and Gender-Based Violence (ENDGBV) develops policies and programs, provides training and prevention education, conducts research and evaluations, performs community outreach, and operates the New York City Family Justice Centers and community-based programs. We collaborate with City agencies and community stakeholders to ensure access to inclusive services for survivors of domestic and gender-based violence (GBV). GBV can include intimate partner and family violence, elder abuse, sexual assault, stalking, and human trafficking.

The Problems You’ll Solve:
Under the supervision of the Senior Budget Director, the Budget Operations Manager will support the financial and operational management of ENDGBV programs and initiatives. This position will be responsible for purchase order tracking, budget monitoring and modifications, financial reporting, expenditure reconciliation, grant opportunity research, and other financial and operational projects.

The ideal candidate will be highly organized, detail-oriented, comfortable working with financial systems and spreadsheets, and able to manage multiple deadlines while maintaining accurate and timely records.

Key Responsibilities:
1. ENDGBV Budget Modification Requests:
- Review current modified budgets and financial information in FMS.
- Prepare budget modification requests in accordance with applicable procedures and requirements.
- Reconcile figures included in budget modification requests against current FMS records to ensure accuracy and consistency.
- Submit completed requests to the supervisor for review and approval.
- Track outstanding modifications and follow up as needed to support timely completion.

2. Weekly and Monthly FMS Reporting
- Run, download, and appropriately save weekly FMS reports in accordance with established reporting procedures.
- Complete weekly reporting on the business day following the scheduled FMS close date.
- Run and save monthly FMS reports according to the FISA monthly reporting schedule.
- Monitor reporting calendars and adjusting timelines as necessary due to holidays, staff leaves, or other scheduling changes.
- Maintain organized electronic records of financial reports and supporting documentation.
- Identify and communicate reporting issues, discrepancies, or unusual financial activity to the appropriate supervisor.

3. Purchase Order (PO) Tracking and Management
- Maintain an accurate and up-to-date purchase order tracking system or spreadsheet, including PO number, vendor, approved amount, date created, expenditures to date, remaining balance, expiration or renewal date, current status, and required follow-up actions.
- Conduct weekly reviews of all active POs to ensure that records are complete, current, and accurate.
- Monitor PO balances, expiration dates, renewals, and outstanding issues.
- Identify potential delays, discrepancies, or budget concerns and escalate issues as appropriate.
- Prepare quarterly written updates for the supervisor summarizing active POs, upcoming expirations and renewals, outstanding issues, and potential budget impacts.

4. Expenditure Reconciliation
- Collect and review expenditure information from PASSPort, Family Justice Centers (FJCs), email correspondence, and other relevant sources.
- Review expenditure information for completeness and accuracy prior to entry.
- Enter planned FJC expenses into the DCAS tracker and maintain accurate, current records.
- Reconcile information across available sources and identify discrepancies requiring follow-up.
- Complete weekly updates to the DCAS tracker by close of business each Friday.
- Coordinate with relevant staff to resolve missing or inconsistent expenditure information.

5. Financial Analysis, Data Management, and Ad-Hoc Projects
- Support financial analysis, expenditure monitoring, budget reviews, and other operational needs as assigned.
- Develop and maintain spreadsheets, trackers, dashboards, and other tools to improve financial and operational processes.
- Review, organize, and clean financial and programmatic data.
- Prepare financial summaries, expenditure analyses, and other materials for internal meetings, management review, audits, and grant-related activities.
- Assist with audit preparation, grant monitoring, documentation requests, and other compliance-related activities.
- Conduct research and prepare reports or presentations as needed.
- Identify opportunities to improve financial tracking, reporting, documentation, and operational workflows.
- Take on additional financial, administrative, and operational projects as assigned.

6. Grant Opportunities and RFP Coordination
- Research and identify grant opportunities and funding opportunities for which ENDGBV may be eligible.
- Review Requests for Proposals (RFPs), Notices of Funding Availability (NOFAs), and other funding announcements to assess eligibility, requirements, deadlines, and potential organizational fit.
- Develop and maintain grant opportunities and application tracker.
- Develop application timelines that identify responsible staff and establish deadlines for completing each component.
- Coordinate with Finance, Program, and other relevant staff to support timely completion of grant applications.
- Monitor application progress and follow up on outstanding assignments and deliverables.
- Maintain organized records of funding opportunities, applications, submissions, and related documentation.

About You:
- You have advanced proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP, complex formulas, and development of efficient, user-friendly financial spreadsheets.
- You have extensive experience using Passport, Financial Management System (FMS 2 and FMS 3), and comprehensive knowledge of encumbrance and accrual processes.
- You can manage competing priorities, adapt to changing business needs, think critically, and develop practical solutions to complex financial issues.
- You have strong interpersonal and collaborative skills with a proactive, flexible approach and a commitment to continuous learning and professional development.
- You have proven ability to prioritize workload, maintain exceptional attention to detail, and exercise sound independent judgment with minimal supervision.

Minimum Required Qualifications:
- Bachelor’s degree in finance required.
- 3+ years of experience.

Additional Information
- In addition to the resume, a cover letter is required to apply.

RESEARCH PROJECTS COOR(MA)-MGR - 0527A

Qualifications

1. Do you have a baccalaureate degree from an accredited college or university?

2. Do you have an associate degree from an accredited college or university along with two (2) years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities?

3. Do you have a four-year high school diploma, or its educational equivalent approved by a state's Department of Education or a recognized accrediting organization along with four (4) years of experience as described in question "2" above?

4. Do you have a satisfactory combination of education and/or experience equivalent to that described in questions "1," "2," and/or "3" above?

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.