Fiscal Manager

Job Description

Position Summary

The Fiscal Manager is responsible for overseeing and administering the fiscal operations of the Mayor’s Office of Education, including budget development, financial reporting, expenditure tracking, and contract compliance. This position works closely with the Operations Manager to support payroll, procurement, and vendor payments, and reports directly to the Deputy Chief Education Officer.

Essential Functions

• Assist with the preparation of the Office’s Operating and Target Budgets.
• Collaborate with program staff to develop annual spending plans.
• Prepare quarterly budget updates and analyze program performance measures.
• Elicit, review, and evaluate program budget requests for accuracy, completeness, and alignment with departmental priorities.
• Recommend adjustments to spending requests to ensure program efficiency and compliance with budgetary directives.
• Monitor expenditures across programs (Extended Day/Extended Year, Community Schools, Adult Education, Foster Grandparents Program).
• Prepare and distribute monthly expenditure reports to program staff and leadership.
• Identify potential overdrafts or surpluses and recommend corrective actions.
• Reconcile petty cash and ensure compliance with City fiscal policies.
• Prepare monthly payroll for the Foster Grandparents Program; serve as backup for payroll processing across other units as needed.
• Review invoices and coordinate with the Operations Manager to ensure timely vendor payments.
• Work with program staff and DHS contract administrators to ensure contract compliance and timely reimbursement of expenditures.
• Support the development of RFPs, RFQs, and small procurements for consulting services, training, and program initiatives.
• Review and evaluate delegate agency contract applications for adherence to guidelines and reasonableness of costs.
• Prepare financial reports and justifications for budget hearings and funding agencies.
• Support grant reporting requirements and reimbursement requests.
• Supervise and guide staff engaged in maintaining budgetary records, requisitions, invoices, and other fiscal documents.
• Perform other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge of:

• Principles and practices of operating and capital budget preparation and administration.
• Accounting principles and fiscal reporting requirements.
• Procurement, contracts, and grant compliance procedures.
• Cost analysis, performance measurement, and forecasting techniques.
• Financial reporting systems, including the use of spreadsheets and accounting software.

Skill in:

• Preparing and presenting clear, accurate, and comprehensive budget and expenditure reports.
• Conducting cost and statistical analyses to forecast expenditures and identify variances.
• Reviewing financial requests for accuracy, efficiency, and alignment with departmental priorities.

Ability to:

• Exercise initiative and sound judgment in analyzing fiscal needs and recommending solutions.
• Supervise and coordinate the work of technical and clerical staff engaged in fiscal operations.
• Establish and maintain effective working relationships with departmental administrators, City officials, and external partners.
• Interpret and apply State, Federal, and local fiscal and reporting requirements.

Qualifications

Bachelor’s degree in accounting, finance or business administration or a closely related field.

At least three years’ experience in budget, accounting or auditing at governmental agency or non-profit.