Austin Community College
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To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job description.
Performs collection, development, and evaluation of data required for implementing and managing the operational budget function for the Office of Clerk & Comptroller. Responsible for organizational purchasing, vendor relationships, and limited quantity fleet management. Provides support in financial coordination of departmental productivity standards and organizational objectives according to two levels of increasing responsibility, complexity, and pay grades. The Budget & Purchasing Specialist positions are part of the production-based career progression plan.
Examples of Duties (Essential Functions)
Level I
Performs addition, subtraction, multiplication, division, decimals, and percentages. Creates linked spreadsheets that include mathematical formulas.
Reviews and analyzes financial and statistical data for completeness and accuracy to help formulate annual budgets.
Researches variances and prepares analyses and reports on significant purchasing and budget trends.
Assists with preparation of instructions, forms, and procedures required for completion of the annual budget and presentation to the Board of County Commissioners and other agencies, as required.
Limited, supervised monitoring of revenue and cash flows;may prepare, monitor, and forecast monthly interdepartmental allocations; creates budget amendments and journal entries for Budget and Purchasing Director review and approval.
Obtains oral and written quotations from vendors. Analyzes specifications and determines the best source for procurement of materials/supplies.
Places orders via a personal computer (PC) for input and retrieval of data. Maintains a filing system on pricing, vendors, and purchase orders to ensure immediate and accurate access to information.
Follows up on back orders and makes arrangements for delivery; communicates expected delivery dates to end users. May receive and dispense merchandise.
Accesses computerized purchase order system to ensure items are received according to the terms and conditions of purchase orders.
Receives and reconcilespacking slips and invoices; verifies quantities and cost of materials.
Receives, reviews, and processes requisitions, purchase orders, and vouchers for accuracy and conformance with established policies and procedures. Confers with department heads to determine commodity needs and delivery schedules.
Prepares simple cost and value analyses.
Oversees maintenance and replacement of vehicles.
Gathers and prepares data for auditors.
Prepares correspondence, reports, and recommendations, as required, inresponse to administrative inquires and to assist in the implementation ofadministrative decisions.
May act as a liaison to the Clerk & Comptroller, Chief Deputy Clerks, directors, assistant directors, managers, Pasco County Office of Management and Budget, and other agencies as needed.
Level II :
In addition to the tasks of a Budget & Purchasing Specialist I:
Assists with the review of operating budgets and evaluates operational data to help find efficiency in delivering services to the public and to meet performance measures.
Creates complex cost/value analyses in relation to budget and purchasing requirements.
Establishes and maintains tracking mechanisms for expenditure, maintenance, and operational costs.
Creates mid-year budget analyses and fund carry-over projections.
May act as a lead and provides input toward the completion of performance evaluations.
Trains and assists teammates, as needed, to ensure effective and timely completion of budget or purchasing assignments.
Proficient in all areas of budget, purchasing, and fleet management.
Reviews new legislative requirements for reporting to directors, assistant directors, and managers.
May develop grant applications for State and Federal funds in response to agency needs and the availability of funding; may oversee grant administration and reporting.
Typical Qualifications and Minimum Qualifications
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
A valid Florida Driver's License may be required for some positions.
Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year. Preference is given to candidates with experience in a government entity performing similar functions.
For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.
Level I High school diploma or possession of an accredited equivalency diploma. Level II Five (5) years of direct budgeting or purchasing experience. A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:
(a) Two years of direct experience can be substituted with an associate degree; (b) Four years of direct experience can be substituted with a bachelor’s degree; (c) Six years of direct experience can be substituted with a master’s degree; (d) Seven years of direct experience can be substituted with a professional degree; or (e) Nine years of direct experience can be substituted with a doctoral degree. Supplemental Information and Knowledge, Skills and Abilities SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of accounting principles and general procedures of budget preparation and purchasing. Knowledge of principles and practices of public administration. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of the State legislative process and its relationship with the Office of the Clerk & Comptroller. Knowledge of the principles and processes for effective, professional customer service. Computer skills for word processing, spreadsheet, database, and accounting software. Ability to organize and present clear and concise oral reports, as well as well-written ones. Ability to work independently with minimum supervision. Ability to work with personal computers, spreadsheets, presentation software, and general office equipment. Ability to concentrate on repetitious or complex tasks for long periods which may produce some mental stress as a result of the complexity of the work assignment and time constraints. Ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations. Ability to work with confidential and/or sensitive data and files while complying with state and federal legal restrictions and legal advice restrictions for the Clerk & Comptroller's Office. Ability to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, and Clerk & Comptroller's teammates. Ability to live and advocate commitment to the Organization's vision, mission, and values. Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources. Ability to report to work on time and to perform the duties of the position for an entire workday.
PHYSICAL AND COGNITIVE DEMANDS
The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Additionally, the following physical and cognitive abilities are required:
Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
WORK ENVIRONMENT
Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.
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A valid Florida Driver's License may be required for some positions.
Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year. Preference is given to candidates with experience in a government entity performing similar functions.
For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.
Level I High school diploma or possession of an accredited equivalency diploma. Level II Five (5) years of direct budgeting or purchasing experience. A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:
(a) Two years of direct experience can be substituted with an associate degree; (b) Four years of direct experience can be substituted with a bachelor’s degree; (c) Six years of direct experience can be substituted with a master’s degree; (d) Seven years of direct experience can be substituted with a professional degree; or (e) Nine years of direct experience can be substituted with a doctoral degree. Supplemental Information and Knowledge, Skills and Abilities SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of accounting principles and general procedures of budget preparation and purchasing. Knowledge of principles and practices of public administration. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of the State legislative process and its relationship with the Office of the Clerk & Comptroller. Knowledge of the principles and processes for effective, professional customer service. Computer skills for word processing, spreadsheet, database, and accounting software. Ability to organize and present clear and concise oral reports, as well as well-written ones. Ability to work independently with minimum supervision. Ability to work with personal computers, spreadsheets, presentation software, and general office equipment. Ability to concentrate on repetitious or complex tasks for long periods which may produce some mental stress as a result of the complexity of the work assignment and time constraints. Ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations. Ability to work with confidential and/or sensitive data and files while complying with state and federal legal restrictions and legal advice restrictions for the Clerk & Comptroller's Office. Ability to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, and Clerk & Comptroller's teammates. Ability to live and advocate commitment to the Organization's vision, mission, and values. Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources. Ability to report to work on time and to perform the duties of the position for an entire workday.
PHYSICAL AND COGNITIVE DEMANDS
The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Additionally, the following physical and cognitive abilities are required:
Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
WORK ENVIRONMENT
Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.
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