Budget Services Specialist at Everett Community College – Everett, Washington

JOB GOAL
The Budget Services Specialist plays a key role in ensuring the accuracy, compliance, and efficiency of the college’s budgeting and financial operations. This position collaborates with budget managers and leadership to provide financial analysis, monitor expenditures, and support informed decision-making. In addition to maintaining accurate financial records and ensuring adherence to policies and regulations, the role also provides training and customer service to campus personnel, fostering a clear understanding of budgeting processes and supporting institutional financial goals.

TITLE: Budget Services Specialist
CLASSIFICATION: Budget Analyst 3
SALARY: Grade 54
DEPARTMENT: College Financial Services
REPORTS TO: Director of Budget & Grants
POSITION NUMBER: 00012052
This position is eligible for hybrid work location, per Everett Community College’s Telework Policy
Budget

• Review, identify, and resolve problems and discrepancies with budget records and documents.
• Accomplishes detailed reconciliation and analysis of FA programs and provides consultation to division management and staff.
• Conduct complex planning and monitoring of ongoing and proposed program budgets, including expenditure trend analyses and financial forecasting.
• Monitor monthly budgets for over-expenditures, collaborating with budget managers to ensure discrepancies are addressed promptly.
• Execute budget modifications as requested by budget managers and their designees in alignment with departmental policies and procedures.
• Ensure compliance with College budgetary guidelines, maintaining alignment with state and institutional financial standards.
• Review financial documentation for accuracy in budget coding, ensuring proper allocation of funds and recommending modifications when necessary.
• Establish and maintains financial structures within College’s budget system to support efficient budget management.

Customer Service

• Provide knowledgeable customer service through various channels, including in-person, phone, and email, ensuring inquiries are handled in a timely and professional manner.
• Assists and advises personnel regarding budgetary policies, procedures, and compliance requirements.
• Develop and present training materials on topics such as budget systems, financial forecasting, and budgeting tools.
• Act as a liaison between departments, collaborating to resolve budgetary issues and ensure effective service delivery.
• Support college personnel with budget updates, providing expert support for navigating budget queries and procedures.

Record Keeping

• Maintain accurate records of all financial transactions, ensuring proper documentation of funds received, allocated, or transferred.
• Ensure the integrity and confidentiality of financial records, adhering to relevant policies, procedures, and regulatory requirements.
• Prepare and maintain financial reports, providing accurate and timely information for audits, reviews, or reporting as needed.
• Conduct regular queries to monitor budgets, identify discrepancies, and ensure accuracy in financial records.

General Duties

• Provide front desk coverage on a rotating schedule, ensuring consistent and reliable service.
• Perform other duties as assigned to support departmental operations and meet the needs of the campus.

Required Education and Experience:
(Any Equivalent Combination of Knowledge, Skills, Abilities, Education and Experience)

• Bachelor’s degree in accounting, finance, business administration, public administration, or a related field (or equivalent experience).
• Two years of professional experience in budgeting, financial analysis, accounting, or a closely related field.
• Experience providing customer service and assisting clients/customers with inquiries related to financial or budgetary matters.

Required Knowledge, Skills, and Abilities:

• Strong knowledge of budgeting principles, financial analysis techniques, and fund accounting practices.
• Ability to analyze financial data, identify discrepancies, and provide recommendations to resolve issues.
• Proficiency in preparing and maintaining accurate financial records and reports.
• Strong communication and interpersonal skills, with the ability to interact professionally with budget managers, institutional staff, and external stakeholders.
• Proficiency with financial management systems and standard office software, including Excel, Word, and Google Suite.
• Ability to interpret and apply state and federal regulations related to budgeting and financial management.

Preferred:

• Master’s degree in accounting, finance, business administration, public administration, or a related field.
• Professional experience working with government fund accounting or in a higher education financial management environment.
• Experience with Washington State budgeting processes, policies, and procedures.

PHYSICAL REQUIREMENTS
Everett Community College follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:

• Ability to operate office equipment, including computers, printers, and telecommunication devices.
• Ability to read, analyze, and interpret data from various sources.
• Ability to prepare and present detailed reports, both in written and verbal formats.
• Ability to exchange information on the phone, through video conferencing, or in person.
• Ability to sit or stand for extended periods while performing routine tasks.
• Ability to lift and carry objects weighing up to 25 pounds.

TERMS OF EMPLOYMENT

• Full-time position, Monday through Friday, twelve (12) months per year.
• Position is subject to Everett Community College policies and procedures.
• Represented by Washington Federation of State Employees Union.
• Minimum six-month probationary period.
• Performance will be evaluated annually.