Budget Assistant

Salary: $52,769.00 - $71,238.00 Annually

Location : La Plata, MD

Job Type: Full-Time

Job Number: FY25-14

CSM Division: Division of Financial Services

CSM Department: Budget Office

Opening Date: 08/20/2024

Position Summary

Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

Under the limited supervision of the Budget Director, the Budget Assistant/Capital Projects Coordinator supports the Director in coordination of the annual budget process for the college's regional (four campuses) operating budget. The incumbent provides support and assistance for the maintenance and operation of the Budget Management module and provides support and coordination of the College's Capital projects. The incumbent aids the Director in the collection of accurate divisional revenue and FTE data in order to prepare applicable revenue projections while ensuring that applicable backup data is maintained for future audits. This position is journey level with moderate latitude for the use of initiative and independent judgement.

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer. Specific Duties and Responsibilities

Essential Functions:

Prepares draft(s) of the operational budget calendar and coordinate meeting(s) to accomplish the preparation of projected revenue, expenditures, new positions/conversions, and college objectives.Prepares appropriate financial reports to provide historical information to assist the college community in projecting accurate information for the operating budget under construction.Assists with updating and opening the new fiscal year in the Budget Management Module.Posts up-to-date information related to budget meeting(s) and necessary historical information is shown in the college's on-line budget module.Records decisions resulting from operating budget meeting(s) in the on-line budget module in a timely manner.Reports ongoing operating budget performance throughout the year.Ensures all pertinent data within the module is current.Responsible for the timely maintenance of cost center tables within the on-line budget module.Assists with the testing, troubleshooting, documenting, and reporting for upgrades and enhancements to the Budget Management module.Aids in the design and implementation process to ensure workflow tables are maintained.Provides assistance to cost center managers in their submission of expenditure budgets through the on-line Budget Management module.Assists in the maintenance of the Budget Management training manual.Supports the Director in training activities related to the on-line Budget Management module.Assists the Director in the preparation and upload of the final operating budget(s) into the Colleague financial Financial Budget Management system.Provide thorough analytical data from budget reports to calculate and analyze forecast information for cost centers.Assists with the development and submission of reporting State and County information including but not limited to the CC-5 report and providing statistical, budget, and student data with the annual funding requests.Monitor, review, and reconcile merit budget; adhere to the budget by monitoring and tracking expenses, prepare; prepare and analyze reports for financial data, vacancies, and cost centers. Assists with analysis and reporting for special budget requests.Monitor communication and inquiries through the department's email inbox.Prepares appropriate manual budget reports, at the direction of the Director, to be used during the budget negotiations.Responsible for the timely posting (within twenty-four (24) hours of receipt) of approved operating budget changes received from cost center manager; to include electronic scanning of requests throughout the year.Responsible for calculating and processing budget adjustments relating to permanent employee changes.Responsible for the up-to-date tracking of employee vacancies.Responsible for reconciliation of permanent compensation budgets in the General Ledger.Assists with tracking and budget adjustments relating to Budget Enhancements, Replacement/Maintenance Allocations, and Mid/End-of-Year spending.Centralizes the repository of Capital Project information, to include the College's Master Plan, BPW schedules, and County reporting.Assists the Capital Project Manager(s), Accounting Manager, and Capital Projects Consultant in coordinating project tracking, verifying funding source(s), and ensuring budget and reporting are completed in a timely manner.Assists with the preparation and submission of State and County Capital projects reporting through collaboration with Financial Services and Facilities to include status updates on capital improvement projects, expenditures, and cash flow.Attends State, County, and College capital project meetings as needed.
Additional Duties:Ensures accuracy and timeliness of all financial information. Minimum Education and Training BA/BS in Accounting/Finance/Business Administration preferred, or equivalent experience required. Minimum of three (3) years' experience with accounting/budgeting Minimum Qualifications and Standards Required

Knowledge, Skills and Abilities:Demonstrated proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, and Access)Demonstrated ability to handle multiple tasks and shifting prioritiesExperience with an integrated data systemDemonstrated ability to communicate and interact effectively at all levels of the organizationFollow the Guidelines/Procedures/Regulations:Internal control proceduresDivisional/departmental annual business calendar(s)College policies and proceduresGenerally accepted auditing standards (GAAS)Generally accepted accounting standards (GAAP)College budget policies and proceduresDivisional/department procedures

Physical Requirements:The work is light work which requires exerting up to 20 pounds of force occasionally, that requires occasionally exerting up to 20 pounds of force and/or up to 10 pounds of force to move objects. Comfortable office setting with no known exposure to hazardous substances. Work environment is deadline-driven deadline driven.

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