Benefits:
- Dental insurance
- Free food & snacks
- Paid time off
- Vision insurance
Client - NOAA
Location - Miami, FL
Contract - 1+ year
Budget Support
The candidate shall provide support to the Administrative Team’s financial activities. The services will require advanced proficiency in Microsoft Excel, including Power Query, Conditional Formatting, Charting, Pivot Tables, Data Validation, Flash Fill, and Filters.
The following list describes significant tasks and work activities:
- Assist with all taskers, as needed, and prepare spreadsheet reports for the Budget Execution and Analysis Team by extracting, compiling, evaluating, and analyzing data daily.
- Prepare budget briefings for presentations to senior management and budget officials on a monthly basis.
- Perform daily analysis and review, and provide recommendations on budgetary impacts on program planning performance, project proposals, budget changes, and legislation.
- Assist the Administrative Officer and Senior Management & Program Analyst with other activities on a weekly basis and compile, evaluate, and analyze relevant materials, including, but not limited to, memos to Laboratory and Program network, and guidance for data calls.
- Provide administrative support to the Budget Execution and Analysis Team with Reimbursable Funds Management in accordance with U.S. Department of Commerce Agreements Handbook from Nov 2011, NOAA Standard Operating Procedures for Reimbursable Agreements, and Financial Handbook – Chapter 10 Reimbursable daily.
- Serve as liaison to monitor and track all Memorandums of Understanding (MOU) and Reimbursable Agreements from the Budget Execution and Analysis Team daily.
- Review and analyze potential Reimbursable Agreements to determine the correct type of agreement letter/memorandum are incorporated based on appropriate agreement authority is prepared for signature per agreement.
- Review all outgoing agreement packages for content completeness daily. Package content includes but not limited to: Transmittal Memorandum, Unsigned Reimbursable Agreements, Approved Waivers, and Customer Profile Form.
- Maintain current data (Excel Spreadsheet) within an electronic share drive database daily. The purposes of this status/tracking database are to maintain specific knowledge of each tracked agreement for coordination with originator to assure timely and accurate recoveries. The share drive shall be maintained daily.
- Distribute all reimbursable Agreements to Sponsors within three (3) days of receiving due to improved and streamlined NOAA’s internal procedures for agreements and accepting reimbursable funding.
- Assist with the development and maintenance of Reimbursable Agreements and Standard Operating
Procedures daily.
- Assist in preparing guidance and communication materials for AOML.
- Review proposals that include Federal labor included and develop a plan to charge those accounts
- Work with federal Principal Investigators (PIs) on drafting proposal budgets (including information on admin fees, provide information on people-months and estimates for other proposal expenses).
- Maintain Template of Budget Files
- Maintain Salary Table
- Maintain Resource File
- Provide divisional leadership with table information on Cooperative Institute for Marine and Atmospheric Studies (CIMAS), Northern Gulf Institute (NGI) and Federal employee funding, time and coverage
- Foster relationships and regular points of contact with budget points of contacts from divisions to improve processes and procedures
- Keep track of proposal budget accounts throughout the year:
- When funds arrive, assist in preparing funds transfers, follow through to ensure funds are available to spend, keep PI informed of budget breakdown, keep track of account spending.
- Support PI as they Review Requests for Proposals or Notices of Funding Opportunities for awareness on budget requirements (review deadlines, proposal fund limits, admin fee limit, etc.)
- Track proposal and resource file
- Provide information to PIs as needed about proposal and budget terminology or how to improve budget to meet requirements.
- Once proposal funded:
o Monitor funding office for funds transfers
o Work on Budget Operating Plan (BOP) with PI
o Update all appropriate funding systems
Financial Administrative Support
- Maintain journal or subsidiary ledgers in an accounting system and balance and reconcile accounts weekly.
- Provide accounting, auditing, bookkeeping, budgeting and other related financial support services weekly.
- Review invoices and statements (e.g. - verifying information, ensuring sufficient funds have been obligated, and if questionable, resolving with the submitting unit, determining accounts involved, coding transactions, and processing material through data processing for application in the accounting system, etc.); and/or analyzes and reconciles computer printouts with operating unit reports and taking action to ensure that accounts balance within a day or two of receipt of the invoice or statement.
- Reconcile budget execution information with accounting data and resolving variances; preparing documents for cost adjustments. Preparing reports that compare monthly expenditures with a spend plan within five (5) business days after the month closes.
- Monitor and track all MOU and Reimbursable Agreements weekly and provide information to the appropriate government POC on their status.
- Prepare agreements (e.g. Reimbursable agreements, MOUs, etc.) packages for routing and approval.
- Assist with NOAA, OAR, and AOML taskers, as necessary, to compile a response by the requested date and time.
- Coordinate/prepare budget formulation narratives; exhibits; questions and answers; and any other required documents for the submission of formal budget to OAR, NOAA, Department of Commerce, Office of Management and Budget, and Congress.
- Perform specialized analyses using historical expenditure data and program execution data to forecast future budgetary needs.