BUDGET SPECIALIST 2026 - 2027 SCHOOL YEAR (2923)

Equal Opportunity Employer

 

BUDGET SPECIALIST

GRADE 12
STARTING HOURLY RATE: $25.94 - $27.13 (PLACEMENT DEPENDS ON SIMILAR EXPERIENCE HELD AND EDUCATION)

The Phoenix Union High School District is proud to serve a diverse population of 24,000 students and 3,400 employees in Arizona's capital city.  With a portfolio of comprehensive schools, small specialty schools, support schools, micro schools, magnet programs, and extensive Career & Technical Education (CTE) offerings, PXU's schools of opportunity welcome, love, and inspire all students to go places and do things that matter

SUMMARY:

The Budget Specialist manages, monitors, and provides guidance and reporting for all non-local, State, Federal, and private grants. Works collaboratively with the other District staff and departments to efficiently manage existing grant funds and identify and secure new funding.

ESSENTIAL FUNCTIONS

1. Performs functions of financial administration and oversight for grant-related programs; provides guidance and reporting. Compiles, develops and prepares grant documentation to include budgets and interpretation of funding requirements for correct calculation of expenditure categories; monitors and ensures all grant-related budgeting administrative policies, procedures, and agency requirements are being followed and fiscal and program compliance and reporting requirements are met.
2. In collaboration with Program Director, provides guidance to program managers and district staff for grants, contracts, sub-contracts, and agreements to align grant-related budgets to guidelines and requirements. Works directly with Program Director and program managers to manage grant-related budget and works to resolve any discrepancies.
3. Identifies other grant opportunities within Arizona Department of Education system and informs program managers and/or other departments. Monitors and inputs Federal grant data in Arizona Department of Education (ADE) systems; creates and manages timelines of required reports or other relevant submissions to grant awards.
4. Reviews and approves online requisitions for grant related funds.  Verifies items are approved in the grant application or amendment prior to releasing final budget approval.  Checks for correct coding and adequate budget capacity. Provides training and support to sites related to coding and account maintenance and expending funds within the grant guidelines. Prepares correcting journal entries for miscoded items.
5. Establishes and maintains expenditure budgets for grant related funds in the general ledger system; coordinates with the Program Director and departments to balance the budgets and use them to create the general ledger.  Monitors grant budgets and expenditures to ensure targets are met.
6. Initiates and processes budget adjusting journal entries; coordinates budgeted funds from program to fiscal end for all State and Federal budgets based on application(s)/amendment(s) submitted and Gifts and Donations. Prepares annual Federal abstracts for current and future grants to be submitted to Governing Board for approval.
7. Prepares, interprets and presents budget reports, written and verbal reports, correspondence, agenda items, and other documents including but limited to monthly and annual budget reports for all grant-related funds, specialized-system budget reports, complex financial reports and budget analyses as requested by end users and administration.
8. Performs complex financial analysis and daily posting procedures for grant-related funds. Coordinates with IT department in all computer matters related to the fiscal system and establishing and revising procedures.
9. Evaluates and processes cash reimbursement and cash order requests for expenditures within approved grant and ensures the timely submission as requested by ADE.
10. Reviews all grant-related activities to verify proper coding on documents and budget availability; ensures required documentation for grant expenditures, including employee time and pay are accurate and received in a timely manner with appropriate administration approval.
11. In collaboration with Program Director, develops and maintains specialized databases, spreadsheets, documentation and systems to support all State and Federal grants and gifts and donation expenses; sets up automated budget and accounting reports using appropriate reporting programs.
12. Supports the relationship between the Phoenix Union High School District and the public by demonstrating courteous and professional behavior when interacting with students, parents, visitors