Budget Administration Coordinator

Job Description:

Budget Administration Coordinator

Description

The Position

Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don’t Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let’s Partner Together and Come Grow with the City of Hollywood. Apply Now!

For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl .

Starting Salary for This Position Is Within $54,243.60 - $62,380.14 Annually Dependent On Qualifications

JOB SUMMARY
Under general direction, incumbent performs advanced level technical work assisting in the development and maintenance of confidential Budget records, responds to requests pertaining to Budget policies and programs and assists in the maintenance of position control administration. Employee is also responsible for directing administrative tasks in support of budget program activities. The position requires independent judgement while following established policies and procedures. Must demonstrate excellent customer service skills and professionalism in working with the general public and various Departments/Offices.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Manages the day-to-day administrative operations of the Budget Office including but not limited to:
• Coordination of personal actions including preparation of staff payroll records, leave monitoring, new hire paperwork
• Prepares and enters requisitions for supplies, materials, and equipment; updates the Department’s portion of the City’s website ensuring ADA compliance; and reviews various documents prepared by staff for conformance to policies and standards.
• Maintains and schedules appointments and meetings for staff.
• Preparation of correspondence and memoranda
• Responds to telephone or in-person inquiries; greets the general public; provides information on budgetary inquiries and requests where appropriate; direct inquiries to appropriate budgetary staffer where necessary.
• Supervise temporary/seasonal administrative staff.
• First point of contact for the public with questions related to the City’s Annual Operating Budget
• Composes, edits, and prepares correspondence, invoices, statements, reports, and other departmental documents.
• Prepares and reviews budget impact statements as assigned.
• Utilizes the City’s Human Capital Management (HCM) system to run position reports and reconcile to payroll reports to ensure accuracy of position control data, address and resolve position related issues, and monitor the impact of personal changes to department budgets. Verification of funding availability and preparation of financial reports from the City’s financial management system; enters and loads budget transfers and budget adjustment entries into the City’s financial system. Familiarity with the General Ledger, Budgeting and Procurement work modules in Oracle.
• Maintenance, filing, and upkeep of budget transfers, budget adjustments, and budget impacted legislative actions.
• Review of budget documents prepared by budget staff for corrections, omissions and deletions.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required.

The Requirements

EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

• High School Diploma or GED equivalent; supplemented by four (4) years of progressively responsible experience in administrative and/or budget support work including familiarity with computers and standard software applications such as Microsoft Word, Excel, Access and Outlook as well as standard financial management systems software such as Oracle; or a Bachelor's Degree in Business Administration, Public Administration or related field and one (1) year of related local government experience; or an equivalent combination of training and experience.

Preferred:

• Bachelor's degree from an accredited college or university with major coursework in accounting, business or public administration, or any related field; an equivalent combination of training and experience.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS :

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of basic municipal budgeting and financials principals, policies, and procedures
• Skill in fundamental computer operations and software used in a municipal or governmental budget department/office.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Ability to assimilate, analyze and summarize data relative to budgetary functions and responsibilities.
• Ability to work independently, proficiently, and accurately under deadlines while exercising sound judgment and knowledge.
• Ability to provide budget and administrative support in the functions and work of budget and performance management staff.
• Ability to communicate effectively, both orally and in writing
• Ability to analyze complex problems, evaluate alternatives, and make appropriate recommendations.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

PHYSICAL DEMANDS:
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

The Examination

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: An eligible veteran who enters an open-competitive examination shall receive preference points added to the total passing score earned in the examination as provided for in the Florida Statutes. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

SUMMARY OF BENEFITS FOR EXECUTIVE, MANAGEMENT, & TECHNICAL EMPLOYEES

• Executive, Management, and Technical level employees shall accrue two hundred (200) hours of vacation leave per vacation year, except for vacation leave directly approved by the City Commission (the vacation leave year shall begin on October 1st and end on the following September 30th). Employees in these classifications shall be required to utilize eighty (80) hours of vacation during the vacation year for which it is earned or it will be lost at the end of the vacation year (In individual circumstances, the City Manager may determine that vacation that is unable to be used may be paid out rather than lost or may remain in the employees bank). The remaining days may be carried forward and must be used within fifteen (15) months following the vacation year in which the leave is earned or be liquidated by cash payment at the end of the fifteen (15) month period. Such leave that is liquidated by cash payment shall be paid at the employee's rate of pay when the vacation time was earned. Such leave shall be earned on an accrual basis of 7.69 hours per bi-weekly pay period, except for the leave directly approved by the City Commission.

• Executive, Management & Technical employees accrue eight (8) hours of sick leave per month with no limit on the amount that is accumulated. Accrued sick leave shall be terminally paid at the following rates in relationship to years of service with the City:

Accrued Sick Leave Payout

• Less than five (5) year 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 80% sick leave

Upon the accumulation of 200 sick leave hours, all employees have the option of converting up to forty-eight (48) hours of sick leave to vacation leave.

Employees may participate in the City’s Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of ninety-six (96) hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic or long-term illnesses or injuries.

• • Executive, Management & Technical employees shall accrue forty (40) personal leave hours per fiscal year. The personal leave year shall begin on October 1st and end on the following September 30th. Personal leave days will not accumulate from year to year and cannot be liquidated by cash payment. In the first year, employees hired after October 1 through February 1 will accrue 30 hours personal leave. Employees hired after February 1 through June 1 will accrue 20 hours of personal leave during their first year. Employee hired after June 1 will not accrued any personal leave during their first personal leave year.

• Executive, Management & Technical employees will receive two paid wellness workdays (either 8 or 10 hour days) each fiscal year. These days are provided to promote well-being and wellness. These paid workdays must be used within the fiscal year in which they are earned or will be lost.

• Executive, Management & Technical employees may receive the following paid holidays:

New Year's Day |Martin Luther King, Jr.'s Birthday |President's Day |Memorial Day |Juneteenth |Independence Day |Labor Day |Veteran's Day |Thanksgiving Day |Day after Thanksgiving |Christmas Eve |Christmas Day |New Year's Eve

• Executive, Management & Technical employees will receive 40 hours of paid bereavement leave in the event of an immediate family member passing.

• Executive, Management & Technical employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%
• 10 years of service 3%
• 12.5 years of service 2.75%
• 15 years of service 2%

• Executive, Management & Technical employees and families shall be provided the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows:

Enrollment Tier |Medical OAP |Medical OAPIN
Employee Only |$87.89 |$0
Employee +1 |$175.78 |$39.34
Employee + 2 or More |$281.24 |$86.56

• Each member shall have the option of completing an annual wellness preventative physical through the City’s contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.

• Executive, Management & Technical employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2024, the biweekly rates are as follows:

Enrollment Tier |Dental DPPO Low |Dental DPPO High |Dental DPPO Buy UP
Employee Only |$5.17 |$21.37 |$25.11
Employee +1 |$14.80 |$40.68 |$46.82
Employee + 2 or More |$23.69 |$58.51 |$66.86

• Executive, Management & Technical employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered. For 2024, the biweekly rates are as follows:

Enrollment Tier |VSP Option 1 |VSP Option 2 |VSP Option 3
Employee Only |$2.36 |$3.87 |$4.44
Employee +1 |$4.73 |$7.73 |$8.87
Employee + 2 or More |$7.61 |$12.45 |$14.28

• Executive, Management & Technical employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.

• The City and the employee will make contributions into the employee's Retiree Health Saving Account based on the employee's years of service as follows:

• From 1 - 9 years of service = $10 bi-weekly
• From 10 to 19 years of service from = $25 bi-weekly
• 20 or more years of service = $35 bi-weekly

• Executive, Management & Technical employees shall be provided with term life insurance of $100,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.

• Executive, Management & Technical employees receive Disability Salary Replacement Insurance that will provide for a 60% base salary benefit after a ninety (90) day waiting period. During the ninety (90) day waiting period, an employee may utilize accrued sick and vacation leave. Upon entering the program, the employee may continue to use sick and vacation leave to make up the difference between 60% of salary and 100% of salary.

• Executive, Management & Technical employees (except the City Manager and City Attorney) are required to participate in the City Pension Plan. All employees will be required to contribute 8% pretax dollars to the employee’s retirement fund. An employee is vested in the pension plan after seven years of continuous service. To be eligible for normal retirement an employee must be age 65 with 7 years of service, age 62 with 25 years of service or age 60 with 30 years of service. The service retirement annuity (pension) is equal to 2.5% of the employee's average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee's years of credited service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the COHERF Pension Office at 954-921-3333.

• Executive, Management & Technical employees are eligible to apply for tuition reimbursement in accordance with the following guidelines:

Graduate Benefit
Grade of B or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates

Undergraduate Benefit
Grade of C or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates

Reimbursement may not exceed $3,000 for any employee in any one fiscal year. Any coursework eligible for reimbursement must have a direct relationship to the job requirements of the employee’s position.

Reimbursement may only be provided for attendance at an accredited college or university. Employees enrolled in a technical or vocational institution shall not be eligible for tuition reimbursement under this program.

Reimbursement shall be available for books and course fees subject to the approval of the Department/Office Director and City Manager or designee. Tuition is subject to the approval of the Department/Office Director and City Manager or designee.

Employees who receive benefits under this program, who voluntarily leave the City's employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the entire cost of this benefit.

To the considered for Educational Reimbursement, all coursework must be properly approved prior to the beginning of the class by the Department/Office Director and the City Manager or designee.

• Executive employees may be provided with the use of a City vehicle or a car allowance of $400 per month. Management employees may be provided with the use of a City vehicle or a car allowance or $300 per month. Such benefit shall be determined at the sole discretion of the City Manager.
• Executive, Management & Technical employees may be provided with a cellular phone allowance of $70.00 per month. Such benefit shall be determined at the sole discretion of the City Manager.
• Executive, Management & Technical employees have the option of joining the Sun Credit Union.
• Executive, Management & Technical employees have the option of participating in payroll Direct Deposit.
• Executive, Management & Technical employees may enter a Deferred Compensation Program through payroll deduction.
• Executive, Management & Technical employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions.
• Executive, Management & Technical employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support.
• Executive, Management & Technical employees may have access the City’s fitness facility free of charge.

IMPORTANT NOTICE - This document ‘BENEFITS SUMMARY’, is intended only as a summary of some of the benefits employees may be entitled to as an employee of the City of Hollywood. This is NOT a legal document, does NOT represent any guarantees, and is subject to change at any time.

Closing Date/Time: 11/18/2024 11:59 PM Eastern

Salary:

$54,243.60 - $86,789.77 Annually