Budget Administration

The Philadelphia District Attorney's Office (DAO) is seeking a Budget Administrator to work closely with the Assistant Finance Director to manage our $60M operating budget. The job responsibilities include budget document preparation, fiscal administration and compliance, and contract administration. Their work will inform the Chief Financial Officer and executive leadership of the fiscal health of the overall organization.The District Attorney's Office provides an exciting opportunity for someone with a finance skill set to work in public service and contribute to criminal justice reform.Essential FunctionsPrepare the six budget documents a year that are required for submission to the City’s Budget Office (Operating Budget, Target Budget, and Quarterly Reports), for review and submission by Assistant Finance Director.Reconcile the DAO OnePhilly data to the City’s increment run at the time of all budget submissions.Track all payroll related changes on a bi-weekly basis to ensure accurate reporting and projections.Track all detailed and county detective payroll expenditures for each pay period to ensure costs are billed to the appropriate index code/fund.Handle expenditure transfers and index code changes. Prepare Appropriation Allotment (AA) documents to release appropriations/revenue in the City’s accounting system (FAMIS) and to move funds between index/class codes.Prepare the contracts sections of the annual Budget Hearing summary charts.Liaise with the City’s Office of Budget and Program Evaluation’s assigned Budget Officer on various General and Grants Revenue Fund matters.                 Manage State and Federal Forfeiture FundsReview State Drug Forfeiture Fund checks received by the Police Department and directly from our Public Nuisance Task Force.Prepare and submit Deposit Summary Forms to the State Drug Forfeiture FAMIS Account.Maintain the Drug Forfeiture Fund Spreadsheet in Excel to track FAMIS revenue and expenditures.Prepare State Drug Forfeiture Fund petition refunds initiated by PNTF and send to the City’s Revenue Department.Provide assistance during the State Forfeiture annual audit.Prepare and submit federal requests for equitable sharing (DAGs).Maintain the database and ledger for Federal Equitable Sharing, this includes new requests, and updating cases as they dispose.Serve as Conformance Manager for the City’s Automated Contract Information System (ACIS).Enters contracts/Requests for Proposals (RFPs) in ACIS and manages each step through the various City departments and the approval path;Liaise with the City’s Contract, Law, Risk Management and Finance Departments throughout the contracting process;Communicates with vendors on various contract compliance issues including their submission of W-9s and having the required liability insurances.Provide assistance to CFO & Assistant Finance Director on adhoc requests (e.g., responding to Right-to-Know-Requests, compiling discovery on lawsuits, reconciling reimbursements with actual costs).Competencies, Knowledge, Skills and AbilitiesProficiency or initiative to quickly learn FAMIS, OnePhilly and other City systemsAbility to prepare complex, integrated financial reportsAbility to analyze budgetary expenditures for compliance with approved guidelinesAbility to develop and cultivate strong effective internal/external working relationships, for example, with contract vendorsExperience managing bank accounts with a balance of a million dollars and greaterExperience handling and managing contracts exceeding $500,000Basic understanding of accounting codesIntermediate to expert (proficient) ability with Microsoft Word and ExcelProven critical and strategic thinking skills and a willingness to learnStrong organization skills and the ability to swiftly solve fiscal related issuesKnowledge of customer service standards and proceduresCandidate must bedriven to meet deadlines.a fast learner, able to take initiative. organized, accurate, and attentive to detail.flexible and capable of working under pressure.invested in understanding the core operations of the office in order to better understand our budget priorities.Work - LifeWorking hours are 37.5 hours per week and more during busy seasons. All APPLICATIONS AND RESUMES WILL ONLY BE ACCEPTED WHEN SUBMITTED THROUGH OUR (PHILADELPHIA DISTRICT ATTORNEY’S OFFICE) CAREERS PAGE.  Please visit our career’s page and apply directly to the position of interest.  Thank you in advance!