Director of Budgeting and Purchasing

  • East Hanover
  • Pillar Care Continuum Administration
  • Full-time

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The Director of Budgeting and Purchasing reports to the Chief Financial Officer and works closely with the Controller and other Organization and Finance Department personnel. This individual will manage the Organizations operational and capital processes, coordinate the management of budget activity and analyze resource allocation according to departmental and Organization’s operational and strategic design. The Director of Budgeting and Purchasing, working with the CEO, CFO, Organization’s Vice Presidents, Directors and area budget managers is responsible for the preparation of the Organizations operating and capital budgets. This position is responsible for Organization-wide budget modeling, forecasting and completing analytical studies. The Director will monitor construction project budgets, analyze budget information to respond to internal and external queries, providing directed analysis of programs and administrative activities, monitoring revenues and expenditures during the fiscal year and coordinating budget activities during fiscal year end closing. Duties will also include preparation of monthly budget reports with narrative to illustrate budget concepts/recommendations/forecasts and financial statements and supporting documentation. In addition, the position is responsible for the purchasing operations and accounts payable services and support to the Organization. This would primarily include implementing, training, and utilizing the Purchasing System to create, review and approve purchase orders and payment requests. Also, responsible to manage the vendor database and ensure tax reporting compliance.

Responsibilities:

  • Preparation and administration of the annual operating budget (Including elementary and high schools). Inquire and collect through a formulated process all information related to the components of an all-sources budget (Operating, Restricted, and Capital).
  • Assist in the allocation of approved budgets to budget areas. Evaluate and verify area budgets and analyze expenditure activity. Maintain budgetary controls within the accounting system. Identify areas and activities that require budgetary control.  Coordinate corrections to budget (accounting) information, as required.
  • Prepare required analysis of reports and requests to the Board of Trustees and Organizations administration.
  • Assist in the preparation of monthly financial activity statements and quarterly revenue and expenditure forecasts, monitor results of budget and fiscal operations, and review variance reports.
  • Assist the CFO and Organization administrators in the implementation of budgetary policies and procedures; ensure federal, state, Board of Trustee and Organization policies and procedures are consistently implemented and communicated to colleagues.
  • Coordinate processes and procedures to send and receive budget related requirements and activities to Organization departments.   Act as liaison to represent the budget and financial area of the Organization; ensure budget procedures are communicated.
  • Consult within the Finance Office to investigate and resolve questionable expenses and inquiries concerning purchase orders, invoices and reimbursements.
  • Recommend processes and procedures to effectively administer fiscal and budget functions/programs; recommend applicable ‘best practices’ as it may relate to the Organizations systems and processes.
  • Monitor processes to review current and projected needs of all areas; update and communicate adjustments to the budget as necessary to ensure adherence to department/program budgets, strategic design parameters, and organizational objectives.
  • Maintain professional responsibility and ensure financial stewardship of the Organization by adhering to ethical standards of professional conduct, acting in a manner consistent with the Organization’s mission and values.
  • Exercise discretion and judgment in the handling of confidential material.  Ensures confidentiality of records/documents consistent with applicable laws and policies for matters concerning the Organization, employees and consumers..
  • Oversee purchasing and accounts payable personnel.
  • Ensures all purchase orders are correctly established (accounting, approvals). 
  • Determine the correct method to process purchase requisitions depending on total cost, delivery timing, competitive bidding, and existing contracts in a timely manner. 
  • Collaborate with department end-users to clarify purchase requirements, identify departmental needs, and refine specifications for purchase orders. 
  • Investigate and cultivate sources for supplies and products to obtain best pricing and value. 
  • Maintain, Update and convey procurement procedures internally and with suppliers and ensure that policies and procedures are followed. 
  • Engages with vendors to resolve discrepancies, ensures all orders are complete and manage returns as necessary.  Primary contact for all vendor inquiries including AP statements. 
  • Other duties and special projects as assigned.

 

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