Budget & Management Budget and Management - Bartow, United States - Polk County Board of County Commissioners

Description

Job Description

SENIOR MANAGEMENT AND BUDGET ANALYST

Budget and Management Services

PG 22 / EXEMPT

$69,409.60 Annually

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental, and mental ability to perform job tasks, work efforts, responsibilities, and duties of the job illustrated. The job description herein provides for the range of duties to be performed for this position. It is not intended to reflect all duties that are required within this position.

MAJOR FUNCTION

This is a highly responsible professional and administrative position in the field of governmental finance, budgeting, accounting, and project management. Responsibilities include:

• Developing and analyzing budgets of various sizes and complexity
• Coordinating and assisting divisions, Commissioners, Elected Officials, and the County Manager in the preparation of the County's operating budget and Community Investment Program processes
• Preparing recommendations regarding division operational and capital improvement budget requests, as well as fiscal policy
• Providing final review and approval before budget requests are submitted to the County Manager's Office
• Implementing and managing budget policies and procedures through the continuous training of fiscal administrators, fiscal managers, fiscal staff, and other analysts

ILLUSTRATIVE DUTIES

• Performs high level expenditure and revenue forecasting analysis, capital improvement projection cost studies, and other related matters pertaining to budget projections in order to assist the Budget and Management Services Division and assigned divisions with making informed decisions
• Analyzes division budget requests and prepare related recommendations and alternatives to identify various budgetary impacts regarding proposed programs both during the annual budget process and throughout the fiscal year
• Prepares complex fee analysis. Examples may include utility fees, solid waste assessments, fire assessments, tipping fees, and impact fees
• Presents detailed fiscal/budget information on behalf of the assigned divisions' operating and capital budgets in a clear, succinct manner for presentation to upper management as well as to the Board of County Commissioners
• Learns the Budget and Management Services' current Hyperion Planning and Budgeting Cloud Services (PBCS) software system and Smart View Excel add-in with the goal of becoming an intermediate to advanced user able to provide training and support to division users
• Learns the County's current Oracle Cloud system with the result of becoming proficient in the financial and Human Resources modules
• Possesses knowledge of and ability to understand central indirect cost allocations
• Works with fiscal managers to provide guidance on program budgeting
• Trains fiscal managers, division directors, and managers in the development of meaningful performance measures
• Coordinates budget process with assigned division fiscal managers
• Works closely with fiscal managers to ensure they have the tools and reports necessary to develop and modify their budgets throughout the fiscal year
• Trains new fiscal managers on budget development and maintenance throughout the year
• Provides various trainings throughout the fiscal year to ensure assigned divisions know how to access and understand their budgets and various reports
• Works with fiscal managers to develop reports using tools such as Smart View and Open Gov so that management can make informed decisions
• Trains fiscal staff and management on the rules and procedures of governmental budgeting, as well as internal procedures regarding how to amend a budget, write fiscal impacts, and balance a fund. Must also be able to explain reserve policies and various fiscal and debt policies
• Makes presentations and provides information regarding budget to management, elected officials, and the public as requested
• Assists with analyzing and recommending division funding levels during the budget process
• Prepares a comprehensive budget and perform management analysis and reporting
• Prepares narrative and budget summaries for inclusion in the annual budget document
• Prepares various reports and summaries identifying cost of services and whether or not said service is beneficial to the County
• Coordinates capital and comprehensive plan projects with planning staff for budget purposes
• Develops and analyzes a system of goals, objectives, and activity measures for all divisions, including preparation of periodic statistical reports
• Completes various program performance and operational evaluations as required
• May oversee and/or guide the work of other technical or clerical staff
• Attends and represents the Budget and Management Services Division at various workshops and meetings
• Performs related duties as required

Each Senior Management and Budget Analyst is assigned critical projects to be managed and improved upon each fiscal year. These projects include, but are not limited to the following:

• Manages, produces, and improves the County's Capital Improvement Plan (CIP) process, as well as CIP documents and quarterly CIP status reports. Successfully manages and ensures consistency in how the County budgets for and tracks capital projects. Improves CIP budgeting practices and reports. Develops and manages the County's annual CIP process and calendar. Coordinates CIP meetings with all divisions, as well as the County Manager's Office. Coordinates CIP workshops with the Board of County Commissioners. Ensures meetings and workshops are set up appropriately and that materials are prepared on time.
• Manages the cost allocation study contract and work with the consultant and internal divisions to ensure the County completes the cost allocation plan in a timely fashion. Each year, the County hires a consultant to prepare a full cost allocation plan fulfilling the requirements of the Office of Management and Budget, Uniform Administrative Requirements, for Federal Awards (2 CFR Part 200). This Analyst will work with the consultant, schedule meetings with division directors and appropriate staff, and assist in collecting all information the consultant needs to prepare the study. Once the Consultant has completed the cost allocation study, the Analyst will review and analyze the information for accuracy.
• Manages all Elected Officials' budgets and work as a liaison between the County and the Elected Officials (Tax Collector, Supervisor of Elections, Sheriff, Clerk of Court, Property Appraiser, State Attorney, Public Defender, and Courts Administrator).
• Develops and manages the County's annual budget process and calendar. Coordinates budget review meetings with all divisions, as well as the County

Manager's Office. Coordinates budget workshops with the Board of County Commissioners. Ensure that meetings and workshops are set up appropriately and that materials are prepared on time. Manages, produces, and improves the County's annual budget document, including automating and enhancing current reports through the use of Smart View in Hyperion. Sets up reports to be used as management tools, not just balancing tools.

• Manages, produces, and improves the Hyperion position budgeting component. Improve data communication between Hyperion and the Oracle cloud system. Enhances the current system with report writing and recommendations for system enhancements/modifications so that Oracle and Hyperion have a seamless flow of data. Develops training materials and trains fiscal administrators, fiscal managers, fiscal staff, analysts, and division directors in personnel reporting in Hyperion and Oracle. Performs complex analysis to trend and project overtime calculations for Fire Rescue and Emergency Management Services and integrates these projections into Oracle and Hyperion. Finds solutions and recommends continuous enhancements to items that may occasionally occur, such as budgeting for temporary employees.
• Prepares and maintains operating and capital improvement budgets, including shortterm and long-term financial forecasts and plans. Responsible for preparation of monthly financial updates, quarterly interim financial statements, and annual financial reports. Compares division and program financial status and operational results to projected expectations and historical achievements. Oversees division budgets and provide fiscal support for assigned divisions. Evaluates and makes recommendations regarding proposed projects and agreements. Assists in the formulation of division goals and objectives. Designs and establishes statistical standards of performance measurement for each division reflecting division objectives. Monitors and reports on attainment of objectives through performance measure evaluation. Provides advice and analysis for division director on financial matters and recommends changes in policies and procedures as necessary. Oversees all division contracts. Negotiates and manages special projects as assigned by division directors. Recommends and implements efficiencies in division areas as applicable to Oracle Applications. Develops and serves as the lead for expense/revenue/cash/performance measure reports.
• Leads Oracle report training for fiscal managers, various County fiscal staff, Budget Analysts, and division directors. Serves as the lead Analyst in terms of Oracle reporting and integration with Hyperion. Provides direction in finding solutions for analysts, fiscal managers, and other fiscal staff in terms of information/reporting needs in Oracle and Hyperion.

KNOWLEDGE, ABILITIES, AND SKILLS

Knowledge of principles and practices of business administration, revenue management, and related management operations. Ability to become familiar with capital improvement programs and administration. Ability to perform complex analysis utilizing logic and highly-developed math skills. Ability to be assertive, when necessary, to complete projects on time. Ability to learn the practices used in governmental fund accounting processes. Ability to learn and become familiar with applicable regulations, policies and procedures, ordinances, and laws regulating related taxing assessments and collections and fee schedules. Ability to review current policies, procedures, and ordinances, and proactively make recommendations for changes if needed. Ability to create timelines and identify critical decision points in order to implement ordinances, policies, and procedures. Ability to independently research, collect, analyze, and prepare comprehensive recommendations, reports, and related information. Ability to troubleshoot, where necessary, utilizing independent judgment.

Knowledge of the use and capabilities of microcomputers hardware and software with advanced knowledge of Microsoft Excel and Word. Proven ability to work with integrated financial packages. Ability to learn and develop complex reports to obtain data out of the current financial systems (Oracle and Hyperion). Ability to learn and become proficient in report writing tools that the County uses to produce reports from Oracle or Hyperion. Ability to develop financial presentations in such a way that the layperson can understand.

Ability to make individual, group, and public meeting presentations of resource information, program functions/activities, and other related subjects as requested. Knowledge of the development and use of performance measures, including efficiency and effectiveness indicators, not just workload indicators. Ability to communicate effectively, both orally and in writing. Ability to effectively coordinate the work of others. Ability to display and practice positive interpersonal relationship skills. Skillful research, reporting, writing, and communication abilities. Ability to work independently and take responsibility for assigned projects and tasks. Ability to train fiscal managers, division directors, and others, as needed, in budgeting techniques, budget system utilization, and report writing. Ability to develop budget calendars for small to large projects, as well as to oversee these projects with project management skills. Ability to effectively communicate with management when a project may not meet its desired outcome or end date in sufficient time to make changes to the project scope. Ability to have solutions for problems, not just to identify problems. Ability to look at challenges as an opportunity, not a problem. Ability to stand in for Division Director if not available for presentations or meetings with management if associated with assigned divisions or projects. Knowledge of cash flow analysis. Ability to work late or weekends, when necessary, to accomplish projects on time. Ability to handle stressful situations, as well as work with differing personalities.

MINIMUM QUALIFICATIONS

• Bachelor's Degree with major course work in Public Administration, Business Administration, Finance, Economics, Accounting, Planning, or related field is desirable, or a Bachelor's Degree in the above areas supplemented with appropriate work experience
• Five years of experience in related governmental budget preparation, analysis, and revenue forecasting.
• Proficient in Microsoft Excel
• Two years of experience in leading projects
• Three years of experience with integrated financial systems
• Proven experience in researching and understanding state statute
• Experience in writing white papers
• Two years of experience in writing and presenting formal presentations
• Must have a valid driver's license or be able to secure a Florida Driver License at the time of employment
• A comparable amount of related training and experience may be substituted for the minimum qualifications with the exception of the Bachelor's Degree

SPECIAL PREFERENCES

• Master's Degree in public administration highly desired.
• Experience with Oracle and/or Hyperion preferred.

SPECIAL REQUIREMENTS

This position may be required to report for work when a declaration of emergency has been declared in Polk County.