Budget Analyst - Washington, United States - Smithsonian

Description

Budget Analyst (IS

Application Deadline:

14 May 2024

Department:
National Portrait Gallery

Employment Type:
Full Time

Location:
Washington, DC

Reporting To:
Director of Finance, Operations & Administration

Compensation:
$82,764 - $93,798 / year

Description


OPEN DATE:
May 9, 2024


CLOSING DATE:
May 14, 2024


POSITION TYPE:
Trust Fund


APPOINTMENT TYPE:
Indefinite


SCHEDULE:
Full Time


DUTY LOCATION:
Washington, DC


Position sensitivity and risk:
Non-sensitive (NS)/Low Risk

Open to SI Only

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian.

They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts.

Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status.

The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side.

Trust employees have their own benefit program and may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment
Pass Pre-employment Background Check and Subsequent Background Investigation for position designated as low risk.

Complete a Probationary Period

Maintain a Bank Account for Direct Deposit/Electronic Transfer.

The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.

Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.


OVERVIEW
This position is located in the Finance and Operations Department of the National Portrait Gallery (NPG).

The NPG is devoted to the research, acquisition, exhibition, care, and management of art relating to American history, biography, and the study of portraiture.

The Smithsonian Institution (SI) is a diverse museum and research complex dedicated to the increase and diffusion of knowledge. The incumbent of this position serves as a Budget Analyst responsible for various functions in the financial management arena. These functions include, but are not limited to budget formulation, budget execution, administrative management, systems accounting, and technical advisor.

DUTIES AND RESPONSIBILITIES
Budget Formulation

Performs budget formulation duties involved in the process of preparing detailed analyses and estimates of annual funding needs for one or more future budget years.

Provides management officials with procedural and regulatory guidance concerning availability of or limitations on the use of fund. Based on a variety of information, prepares estimates for projecting Federal and non-appropriated budget(s). Prepares justification for the estimates. Prepares budget estimates for major substantive or administrative internal operating programs. Consolidates estimates into an integrated budget forecast.

Receives the call for the budget for internal operating programs. Interprets the call and prepares instructions for use by the organization. Works closely with the operating officials to assure complete understanding and compliance with basic requirements. Interprets budget for major programs in light of agency policy and regulations and prepares instructions for subordinate offices.

Prepares annual budget formulation documents in final form, and ensures that all reconciliations are made as to workload data, accuracy, distribution of programs, etc.

Budget Execution
Compiles and coordinates the presentation materials for all areas of the budget. Analyzes and evaluates the effects of program plans and budget issues. Continually monitors control point expenditures in relation to planned levels. Prepares reports of analysis, making recommendations for remedial action. Identifies relationships between projected major program changes and the projected budget. Forecasts shortfalls and actions necessary to accommodate the changes. Prepares special analyses of fund expenditures as necessary. Evaluates the effect of cost and program changes on the budget execution process.

Enters budgetary data into a variety of forms, schedules, and reports. Recommends and makes adjustments when required. Prepares a variety of reports related to the status of fund, expenses, obligations, FTE and workload. Enters and adjusts data for major internal operating programs into a wide variety of reports, forms and schedules. Consolidates data for viable overview of financial status of programs.

Identifies and executes reprogramming actions (transfers).

Reviews progress of all obligations and maintain sufficient familiarity with operating and financial programs to make early recommendations for reprogramming actions.

Works closely with operating officials in developing reprogramming requests. Identifies trends indicating a deficit in future fund. Approves reprogramming and reprograms fund between operating programs when authorized. Forwards requests to reprogram fund between major operating programs to a higher level.

Financial Management

Provides analysis and advice to program officials, managers, and resource administrators on financial matters associated with the management and control of resources or funds.

Supplies financial statements to operating program officials for informational and financial planning purposes. Performs analysis and forecasting of the usage of funds within assigned program activities. Interprets reports and other financial data for program review and analysis. Develops cost data for assigned operating program utilizing a variety of sources. Works with Finance staff, budget officer and HR to prepare salaries and benefits reports.

Monitors year to-date costs and prepares and updates other costs, such as awards and promotions to determine and update costs for current and fiscal years for lapse analysis.

Responsible for working with budget officer and managers to make unit-wide funding decisions.
Systems Accounting

Advises on and/or performs professional financial accounting duties. Develops accounting procedures and resolves technical problems in executing a computerized, integrated accounting systems. Reconciles accounts with manual and computer subsidiary accounts.

In evaluating accounting systems, holds discussions with programmatic employees to gather information and analyzes the details of work processes and procedures that need to be reflected in the accounting system.

Validates a variety of accounting data entered a variety of basic and specialized accounts. Reconciles accounts and prepares balance sheets, adjusting as required.
Procurement/Administrative Support

Serves as an alternative procurement officer with a delegated procurement authority from the Office of Contracting and Personal Property Management (OCon & PPM) to sign purchase orders not to exceed $25,000.

Serves as COTR. Provides procurement advice and assistance to Budget Officer, managers, and others on procurement policies issues.

Interprets procurement regulations and policies for staff; and assists in compiling competitive bids to make awards within delegation authority and to provide background information for OCon & PPM.

Reconciles and verifies the availability of fund and reviews documents authorizing payments of fund. Monitors and approves travel authorizations and vouchers along with unit-level budget analysts. Oversees Unit Blanket orders, requisitions, and large contract and ensures compliance with Federal and Smithsonian regulations. Prepares Advance Procurement Plan. Manages Accounts Receivable activity in compliance with SD-401 and ensures receivables are not over 30 days past due. Generates calls to vendors/sponsors for overdue invoices. Works with staff to resolve problems.

Serves as a liaison in preparation of inter-agency agreements, transferring funds between other federal agencies and setting up new accounts when necessary.

Ensures agreements are signed and approved by appropriate SI staff. Works with the Office of Sponsored Projects or other SI offices, as appropriate.

Acts as liaison to department managers. Provides other assistance relevant to financial management, contract development, and compliance with SI procurement and supply services regulations, etc.

Reviews background information, advises officials on technical wording of contract, ensures availability of funds based on time frame of contract, and interprets SI's Procurement and Supply Services regulations.

Oversees preparation and processing of all petty cash vouchers, small purchase orders, requisitions for supplies and services, and reimbursement for local travel.

Reviews requests based on appropriateness and availability of funds. Ensures that requests for supplies and services are processed within budgetary constraints and conform to procurement policies and procedures. Trains staff on new or modified procedures.

Performs other duties as assigned.


QUALIFICATION REQUIREMENTS

Knowledge of the policies, precedents, goals, objectives, regulations, and guidelines of financial oversight, budget formulation and execution sufficient to analyze and evaluate continual changes in program plans and funding and their effect on financial and budget program milestones and analyze financial and budgetary relationships to develop recommendations for financial and budgetary actions.

Knowledge of budgetary policies, procedures, goals, objectives, regulations, and guidelines, as well as the budgetary and financial relationships between the assigned budget and budgets and programs of other agency components and organizations.

Knowledge of, and skill in the application of, methods and techniques to analyze and evaluate the effects of continuing changes in program plans and funding (e.g., cost-benefit analysis, management by objectives, probability theory, etc.).

Knowledge of procurement, contracts, travel, and petty cash policies.

Knowledge of the analysis of accounting systems in order to modify and adapt conventional accounting analytical techniques and to solve a variety of accounting problems.

Knowledge of automated systems design practices and limitations to describe systems specifications and requirements to computer programmers and software specialists.

Skill in dealing tactfully with other employees to implement revised policies and procedures, discuss changes relating to the automated accounting system, and coordinate activities related to revised operations or system changes.

Skill in oral and written communication in order to effectively collaborate with individuals at all levels and to prepare and present a wide variety of written documents.

Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S.

Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in your application being rejected and may also result in termination after employment begins.

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."

Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next:

Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job.

After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact

. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian's

Accommodation Procedures .

The Smithsonian Institution is an

Equal Opportunity Employer .

We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs.

See Smithsonian EEO program information:
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