How to hire a budget assistant

How to hire a budget assistant, step by step

Here's a step-by-step budget assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a budget assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new budget assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your budget assistant job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a budget assistant for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a budget assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a budget assistant that fits the bill.

   This list shows salaries for various types of budget assistants.

   Type of Budget Assistant	Description	Hourly rate
   Budget Assistant	Budget analysts help public and private institutions organize their finances. They prepare budget reports and monitor institutional spending.	$17-43
   Cost Analyst	Cost Analysts are employees with a strong background in finance or accounting. They are in charge of collecting financial data and analyzing the entries... Show more	$18-35
   Budget/Finance Analyst	Budget/finance analysts are financial professionals who are responsible for allocating the financial resources of private companies, nonprofit organizations, and government agencies. These analysts are required to perform financial analysis and reporting to monitor the finances that are associated with business operations... Show more	$20-38

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Payroll
   • Purchase Orders
   • Financial Systems
   • Budget Preparation
   • Financial Data
   • Financial Resources
   • Purchase Card
   • Journal Entries
   • Budget Estimates
   • Travel Arrangements
   • Account Balances
   • Credit Card
   • Expense Reports
   • Statistical Data

   Check all skills

   Responsibilities:

   • Manage credit card revenue reporting and reconciliations for multiple credit card merchant accounts which include recommending and implementing process improvements.
   • Enter and track requisitions in PeopleSoft.
   • Enter time and attendance for staff and work-study students in PeopleSoft.
   • Design budget logistics systems, which improve support without additional inspections.
   • Maintain logistics property accountability and life cycle support planning for equipment.
   • Process and monitor bi-weekly payroll for all personnel including faculty and staff.

   More budget assistant duties

3. Make a budget

   Including a salary range in the budget assistant job description is a good way to get more applicants. A budget assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a budget assistant in North Carolina may be lower than in Maine, and an entry-level engineer typically earns less than a senior-level budget assistant. Additionally, a budget assistant with lots of experience in the field may command a higher salary as a result.

   Average budget assistant salary

   $58,242yearly

   $28.00 hourly rate

   ---

   Entry-level budget assistant salary

   $37,000 yearly salary

   Updated December 21, 2025

   Average budget assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$70,409	$34
   2	Washington	$70,243	$34
   3	New York	$67,089	$32
   4	California	$65,065	$31
   5	Maryland	$56,828	$27
   6	Nevada	$55,062	$26
   7	Nebraska	$49,450	$24

   Average budget assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	American Water	$84,954	$40.84
   2	New York University	$79,361	$38.15
   3	Global Communities	$73,943	$35.55
   4	University of Southern California	$69,234	$33.29	1
   5	Medical Science & Computing, LLC	$59,935	$28.81
   6	Science Medical Equipment	$59,935	$28.81
   7	Boston Planning & Development Agency	$59,544	$28.63
   8	Research Foundation of The City University of New York	$59,196	$28.46
   9	University at Buffalo	$56,436	$27.13
   10	Washington State University	$55,914	$26.88
   11	Syracuse University	$53,096	$25.53
   12	University of Nebraska System	$46,503	$22.36
   13	Johns Hopkins University	$44,343	$21.32	5

4. Writing a budget assistant job description

   A budget assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a budget assistant job description:

   Budget assistant job description example

   Our Mission
   The Lincoln Institute of Land Policy seeks to improve quality of life through the effective use, taxation, and stewardship of land. A nonprofit private operating foundation whose origins date to 1946, the Lincoln Institute researches and recommends creative approaches to land as a solution to economic, social, and environmental challenges. Through education, training, publications, and events, we integrate theory and practice to inform public policy decisions worldwide. With locations in Cambridge, Massachusetts; Washington, DC; Phoenix; and Beijing, we organize our work around the achievement of six goals: low-carbon, climate-resilient communities and regions; efficient and equitable tax systems; reduced poverty and spatial inequality; fiscally healthy communities and regions; sustainably managed land and water resources; and functional land markets and reduced informality.
   
   Position Overview
   This is a full-time position in Cambridge, MA, COVID permitting, @ 37.5 hours/week reporting to the Vice President of PCLD.
   What You'll Do - Manage BudgetDevelop annual budgets in conjunction with PCLD leads and monitor monthly expenses using reports from FE NXT accounting software. Take direction from finance staff to correct any coding issues on billings.Produce budget reports for specific projects upon request.Complete project budget spreadsheets in conjunction with PCLD staff for each PCLD project in the annual budget.Monitor and request as needed FE NXT budget reports to ensure that budget commitments have been entered accurately. Communicate with accountants, contract specialists, and other finance staff about missing or inaccurate commitment entries.No travel required.
   What You'll Do - Manage ContractsCoordinate and submit PCLD contract requests to the contracts team, including collecting required information and documentation, drafting contract request forms, and complying with Lincoln Institute contract guidance. Address queries from contract specialists, PCLD staff, and vendors in a timely fashion. Ensure contract deliverables are collected and documented appropriately.Coordinate with PCLD staff, finance staff, and vendors to ensure timely payments.
   What You'll Do - Manage Invoices and Purchase OrdersUpdate FE NXT vendor records to include custom field for all known PCLD vendors.Monitor progress of Purchase Orders recorded for PCLD vendors after contract signature by maintaining list of open PCLD Purchase Orders in FE NXT.Secure invoices from vendors, with guidance from finance staff as needed.Vet contract deliverables before submitting invoices. Submit paperwork, invoices and Purchase Order information to request payments, and ensure there is a recorded approval for each expense submitted. Track payments and handle related correspondence with vendors and finance staff.
   What You'll Do - Manage PCLD Staff Expenses and ReimbursementsMonitor staff expense reports to ensure alignment with budget and are appropriate with proper approvals.Submit receipts as needed.Work with PCLD staff and vendors to resolve inquiries from finance staff
   What You'll Do - Provide Administrative SupportSchedule meetings and arrange with event staff as necessary for logistics.Take detailed notes during meetings and/or order Zoom transcripts as needed.Write communications, internal and external, as needed; communicate Institute procedures, guidelines, and expectations. Obtain contact information for contracts and logistical purposes.Monitor and maintain materials on the Institute's internal network.Proofread and format materials, agendas, meeting attendee lists, and publications as needed.Secure permissions for photographs, graphics, and other content as necessary for use in publications and communications, and maintain appropriate documentation.Fill out bills of lading and other forms related to shipments for individuals and events. Track inventory of all promotional materials and collateral and branded materials such as stationery, folders, tote bags, etc., and reorder as necessary. Order supplies with vendors and process invoices for payment.
   What You'll Do - Provide Technological Support for PCLDAssist in responding to Contact Us form requests related to PCLD.Perform other tech-related tasks as needed.
   What You'll Do - Perform other Institute-wide tasks as needed:Participate in Institute meetings.Participate in other projects as requested.
   What You'll NeedAttained B.A. or B.S. (prior experience in program support and administration may substitute for degree).At least 2 years or proven-effective experience with office and administrative support.Proficiency with software applications including Microsoft Office: word processing, spreadsheets, PowerPoint, Photoshop (preferred); knowledge of Salesforce and Pardot (helpful) Familiarity with web for publications and public relations InitiativeHigh degree of organization and impeccable attention to detail Good writing and editing skills Responsiveness to deadlines Ability to work with minimal supervision Ability to handle multiple tasks Creative ability to find new solutions and new insights to improve quality Positive attitude and team spirit Trustworthy discretion with confidential information
   Compensation Overview
   The salary market range for this role is $56K - $60K depending on level of education and years of experience.
   
   Our Benefits
   Benefits highlights include but are not limited to (a) 3x employer contribution towards retirement matching your employee contribution up to 15%, (b) health insurance, (c) dental insurance, (d) vision insurance, (e) 100% reimbursement of the health care deductible through a health reimbursement account, (f) short-term disability coverage, (g) long term disability coverage, (h) paid parental leave, (i) voluntary insurances such as accident insurance, (j) health care flexible spending, (k) dependent care flexible spending, (l) paid time off for holidays, vacation, personal, sick, bereavement, and jury duty, (m) office closure between December 24 - Jan 1 each calendar year, (n) flexible schedule and option for a compressed 4 day workweek, (o) tuition and staff development reimbursement, (p) pet insurance, and (q) Employee Assistance Program.
   
   Our Values
   We support a culture of forthright feedback, initiative, cooperation and teamwork, diversity, equity, and inclusion, and accepting responsibility.
   
   Equal Opportunity Employer
   The Lincoln Institute of Land Policy is dedicated to creating an inclusive work environment and is proud to be an equal opportunity employer. Individuals seeking employment at the Lincoln Institute of Land Policy are considered without regards to race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), ancestry, citizenship status, gender identity or expression, genetic information, marital or domestic/civil partnership status, physical or mental disability, sexual orientation, veteran status, or any other characteristic protected by law.

   Copy this example

   

5. Post your job

   To find the right budget assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with budget assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit budget assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your budget assistant job on Zippia to find and attract quality budget assistant candidates.
   • Use niche websites such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post a job on free websites.

6. Interview candidates

   Recruiting budget assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new budget assistant

   Once you've decided on a perfect budget assistant candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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