Occ. Code 0213100

 

EDUCATION FINANCE SPECIALIST 1, GRADE 18

0213100

EDUCATION FINANCE SPECIALIST 2, GRADE 23  

0213200

EDUCATION FINANCE SPECIALIST 3, GRADE 25

0213300

EDUCATION FINANCE SPECIALIST 4, M-2

0213400

 

New York State Department of Civil Service

 

Classification Standard

 

Brief Description of CLASS Series

 

Education Finance Specialists apply professional education finance knowledge and training to administer the fiscal activities of the State Education Department (SED), school districts, Boards of Cooperative Educational Services, counties, libraries, colleges and universities, non-degree proprietary schools and local agencies that receive funds distributed by SED including private, not-for-profit organizations, and community-based organizations. They calculate financial support, authorize payments, audit and review fiscal transactions, advise and train funds recipients, analyze data, and prepare reports for SED, the Legislature, control agencies, and the public.

 

These positions are classified only in SED.

 

Distinguishing Characteristics

 

Levels in this Series are distinguished from each other by an overall evaluation of the following factors:

 

1.    the scope and size of the aid or grant activity, and the involvement of the position in managing financial activities and operations;

 

2.    the complexity of either the aid or grant and the activities assigned;

 

3.    the variety of the activities performed and the initiative required to perform them;

 

4.    the independence with which the work is performed, including the responsibility for the quality and consequences of completed work;

 

5.    the extent of responsibility for advising about policy issues and interpreting policy for staff on behalf of executive management; and

 

6.    supervisory responsibility.

 

 

EDUCATION FINANCE SPECIALIST 1:  full performance level; calculates aid or assistance, advises and trains aid or grant recipients on procedures, monitors financial activity, authorizes payments to recipients, audits financial transactions, and assists in analysis and reporting activities.

 

EDUCATION FINANCE SPECIALIST 2:  first supervisory level; oversees more complicated or larger aid programs, grants, or assistance, advises aid or grant recipients on complicated procedures or policies and supervises Education Finance Specialists 1 and other staff

 

EDUCATION FINANCE SPECIALIST 3:  second supervisory level; supervises a team of Education Finance Specialists 1 and 2 or other related professionals in fiscal titles, or coordinates a multi-disciplinary work team or function.

 

EDUCATION FINANCE SPECIALIST 4:  directs a unit in the Office of Fiscal Services, or supervises two or more Education Finance Specialists 3, or oversees a major multi-disciplinary work team or function.

 

RELATED CLASSES

 

Budgeting Analysts prepare budget estimates, program justifications, workload forecasts, and expenditure reports, and monitor agency expenditures.

 

Auditors examine and appraise the accounting records and financial affairs of public, for profit and non-profit organizations and businesses for compliance with governing laws, rules, regulations and contracts; determine the ability of the organization to conduct its programs efficiently and effectively; and evaluate internal controls and practices.

 

ILLUSTRATIVE DUTIES

 

EDUCATION FINANCE SPECIALIST 1

 

·         Work with Office of Fiscal Services, other SED staff, and financial support recipients on education funding mechanisms to ensure timely, accurate and efficient funding activities.

 

·         Calculate and authorize financial support including aid formulas, grants distributions, and aid payment schedules to program offices and local agencies to ensure that the process of each agency area proceeds in a timely manner.

 

·         Identify and monitor the status of high-risk spending and those areas that are not maximizing the use of federal monies. Collect statistical and financial data on these program area activities and performance.

 

·         Monitor flow of documents from the program offices and from local agencies, and develop and deliver tracing on federal documentation requirement and procedures.

 

·         Coordinate reviews and analysis activities with other State and federal agencies.

 

·         Review records for compliance with State and federal laws and regulations.  Prepare reports on performance and activities for State and federal control agencies.

 

·         Provide technical assistance and training for program office staff on statute, regulations, policy and procedure, and the use of State and federal computer systems and software.

 

·         Participate in business process reengineering and designing, and implement new technology management systems.

 

 

EDUCATION FINANCE SPECIALIST 2

 

·         Interact with program managers to ensure compliance with regulations and requirements.

 

·         Communicate with local, State and federal officials regarding fiscal matters.

 

·         Provide assistance and information to school districts and the public.

 

·         Develop and deliver training to State and local agencies, schools and educational providers.

 

·         Collect data, prepare reports, and monitor school district/provider activities and performance.

 

·         Review records for compliance with contracts, laws and regulations.

 

·         Evaluate effectiveness and measure progress of program/SED objectives.

 

·         Evaluate data collection procedures.

 

·         Supervise and direct professional and support staff.

 

EDUCATION FINANCE SPECIALIST 3

 

·         Direct a team in the processing of all financial transactions related to SEDs operations and programs.

 

·         Conduct research to ensure that newly developed guidelines do not conflict with current SED and bureau policies and procedures.

 

·         Review proposed legislation and other SED initiatives to determine effects on fiscal services.

 

·         Provide technical assistance in accordance with SED policy on politically sensitive matters to directors, SED staff, and other individuals or groups.

 

·         Prepare reports and correspondence for managements signature.

 

·         Assist in developing unit policies and procedures.

 

·         Serve as liaison to program managers and various outside sources.

 

·         Direct the development of critical financial reports, record keeping and automated systems.

 

·         Supervise and participate in the development of training programs for professional staff.

 

EDUCATION FINANCE SPECIALIST 4

 

·         Oversee the processing, auditing and accounting procedures pertinent to State and federal funds administered by SED.

 

·         Direct developmental and planning functions related to improvement of SEDs fiscal services.

 

·         Coordinate activities of a program area within Fiscal Services to ensure that objectives are met.

 

·         Serve as liaison with top level management of various educational and State agencies concerning sensitive and critical problems related to SED programs.

 

·         Supervise the continuous review of funds available to SED and advise on their efficient utilization.

 

·         Ensure that all fiscal program operations and processes comply with SED management and accounting procedures, and advise and assist program staff with compliance.

 

MINIMUM QUALIFICATIONS

 

EDUCATION FINANCE SPECIALIST 1

 

Open Competitive: 

 

  1. Completion of the two-year traineeship;  OR

 

  1. Bachelors Degree and two years of experience in an educational agency or facility regulated under federal or New York State education laws, rules, or regulations performing one or more of the following activities: calculating financial support, reviewing criteria and authorizing payments, auditing/reviewing fiscal transactions, monitoring and overseeing financial activity, or analyzing financial data; OR

 

  1. Bachelors Degree, including 15 credit hours in accounting, auditing, or financial administration (or combination) and one year of experience as described above.

 

EDUCATION FINANCE SPECIALIST 2

 

Promotion:  one year of service as an Education Finance Specialist 1 OR as a Senior Accountant, Senior Auditor, Senior Budgeting Analyst, or Program Research Specialist 2 (Economics Finance).

 

EDUCATION FINANCE SPECIALIST 3

 

Promotion:  one year of service as an Education Finance Specialist 2, OR as an Associate Accountant, Associate Budgeting Analyst, or Program Research Specialist 3 (Economics Finance).

 

EDUCATION FINANCE SPECIALIST 4

 

Promotion:  one year of service as an Education Finance Specialist 3, Supervising Budgeting Analyst or Supervising Accountant OR two years as an Education Finance Specialist 2, Associate Accountant, Associate Auditor, or Associate Budgeting Analyst.   

 

 

 

Date:  9/11

 

 

NOTE:  Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.