BUDGET AIDE 02560
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for performing responsible and specialized clerical work in the review and preparation of budget requests, reports and other budget materials. An employee in this class performs the clerical audit review of budget materials, reports and records to verify the accuracy and validity of figures and calculations and adherence to prescribed budget procedures, rules and regulations associated with routine fiscal transactions, reports and records for a budget department. Work requires accuracy in performing basic arithmetic functions, including averages and percentages. Numerous reports compiling tabular information are prepared on a regular basis for the purpose of verifying accuracy of figures and providing professional staff with information to be used in budget processes such as forecasting, monitoring growth, and preparing upcoming budgets.
Employees in this class work without continuing supervision in performing clerical audits and preparing reports, which requires some technical knowledge of the procedures governing the budget function. Direct supervision is received from a higher-level employee but work may be reviewed by any member of the professional staff and some personal judgment is required in the organization and completion of work. Exercising supervision is not a function of this class. Does related work as required.
TYPICAL WORK ACTIVITIES
Receives and reviews all requests from departments for transfer of funds to verify accuracy and completeness of forms and accounting codes.
Logs all vacancy review requests, requests for transfer of funds, legislative resolutions, personnel forms, and contract requisitions recording all pertinent information; and distributes the requests to appropriate Budget Analysts for processing.
Compiles information and tabular data for monthly reports to show statistical comparisons and summaries of data important to the budget function and for other reports routinely prepared on a monthly, quarterly or annual basis.
Computes figures as needed to verify the accuracy of reports and to obtain data such as percentage comparisons needed to complete various reports.
Reconciles information received with statistical information available in the Budget Department and takes necessary steps to correct any discrepancies.
Compiles and computes tabular data for special studies and reports requiring the individual to exercise personal judgment in compiling the information as well as an awareness of acceptable techniques to follow in devising the format for same.
Researches and gathers information and tabular data from other departments' records for use by professional staff in appropriating funds and projecting costs.
Facilitates the processing of budget materials by keeping a log of pending requests, following up with inquiries on delays in the processing of materials or requests, calling departments to correct or submit reports, and maintaining up-to-date reports for the professional staff.
Balances various department accounts, such as budget appropriations and records balanced figures on various forms and reports.
Performs duties of a clerical nature including filing, proofreading, preparing department's payroll, distributing mail, answering the telephone, and preparing budget forms.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good knowledge of office procedures and practices.
Good knowledge of basic arithmetic functions of addition, subtraction, multiplication and division.
Working knowledge of rules, regulations and procedures that govern the clerical review of budget documents and the preparing of tabular reports.
Working knowledge of basic research procedures needed to compile data from various sources.
Ability to make arithmetic computations rapidly and accurately, including ratios and percents.
Ability to apply appropriate clerical audit procedures and guidelines.
Ability to research and compile tabular data as related to the budget process.
Ability to follow oral and written instructions.
Ability to keep accurate records.
Ability to operate adding machines, calculators, personal computers and other office machines.
Physical condition commensurate with the demands of the position.
Two (2) years of permanent competitive class status in the title of Account Clerk I or Account Clerk-Typist I.
A) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an associates degree; or,
Two (2) years of paraprofessional level work experience, or its part time equivalent; or,
C) Two (2) years of clerical work experience, or its part time equivalent, which must have included
performing clerical audits of documents to verify accuracy and validity of figures and calculations, compiling
information and tabular data or maintaining financial records.