State of Montana Budget Analyst in Helena, Montana
Budget Analyst (Position #64112048)
MISSION: The Montana Department of Corrections staff enhances public safety, supports the victims of crime, promotes positive change in offender behavior, and reintegrates offenders into the community. If you're looking for an opportunity to affect positive change in the community and at work explore the opportunities available to you through the Montana Department of Corrections. You may be the person we've been looking for to join our team as well!
BENEFITS: Your paycheck is just part of your total compensation package! Upon date of hire, employees are eligible for state paid premiums toward employee “core” medical, dental, and basic life insurance coverage. Dependent coverage and supplemental options are also available. Employees earn 15 working days of annual leave, 12 days of sick leave and 10-11 paid holidays each year. Membership in a Retirement System with a state contribution begins upon the first day of employment (vesting criteria applies). Flexible schedules may be considered.
The Montana Department of Corrections is an Equal Employment Opportunity Employer. As such, women, minorities, and individuals with disabilities are encouraged to apply.
If another department vacancy occurs in this job title within twelve months, the same applicant pool may be used for the selection.
Materials submitted but not requested will not be considered in the selection process.
Background screens which may include criminal records check, child/patient/offender abuse registries, and thorough reference checks will be conducted for this position.
PRISON RAPE ELIMINATION ACT OF 2003– Any person who has been convicted of engaging in or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or any person who has been civilly or administratively adjudicated to have engaged in the activity as described are not qualified for this position.
Tobacco Free- Use of all tobacco products, including smokeless tobacco products and tobacco substitutes in Department of Corrections buildings, is prohibited. In secure care facilities possession of tobacco products is also prohibited.
DUTIES and RESPONSIBILITIES: The Fiscal Bureau Budget Analyst supports both the Department and Division missions by performing complex and critical services. The department operates under a $450 million biennial budget and each funding source has unique program guidelines requiring individual analysis and evaluation. The fluctuating nature and demands for accountability of these revenue sources require detailed fund control methods to effectively forecast revenue and to report expenditure activities.
POSITION SPECIFIC INFORMATION:
Prepare and analyze each division’s budget within the department
Gather, evaluate, and analyze data to prepare each division’s operating budget using guidelines from the Bureau Chief, the Governor's Office of Budget and Program Planning (OBPP), federal and state regulations and procedures, Governmental Accounting and Financial Reporting Standards (GAFR), and department goals and objectives. In addition, the budget analyst will perform independent research of each program's budget detail and have a thorough understanding and knowledge of the program's functions. Prepare budget status reports for each division. This entails thorough analysis of SABHRS reports to ensure expenditures are being charged appropriately, discussion with program personnel to accurately project future expenditures, study of historical expenditure trends; analysis of grant expenditures and funding, preparation of spreadsheets to support projections in personal services, operating expense (broken down by: contracted services, supplies, communications, travel, rent, utilities, repair and maintenance, other) and equipment categories. Study discrepancies between SABHRS and Payroll Expenditures Reports and request necessary action for corrections, prepares SABHRS journal entries as necessary. Assimilate, balance, and transmit all budget information utilizing the Internet Budget and Reporting System (IBARS) in a timely and accurate manner. Gather information from the appropriate program managers and other governmental resources to respond to inquiries from OBPP and the Legislative Fiscal Analyst (LFA) regarding the department's budget such as explanation of new and existing programs and uses of funding sources. Assimilate the information into the requested format. Review OBPP and LFA budget reports to ensure accuracy and consistent interpretation of legislative and department actions. Follow-up on differences to ensure that actions are implemented correctly. Research information needed for the preparation of fiscal notes on proposed legislation having a fiscal impact on the agency. Analytical Skills and knowledge of program funding is required in determining reasonable assumptions to reach conclusions. Provide budget interpretation and analysis of legislative and executive mandates for department management and program managers. Advise management on the most effective means of implementation while complying with required regulations and procedures.
Design implement and update computerized reports containing historic fiscal information, current period expenditures and revenues and balances for specific contracts
Develop a funding plan for division’s budget. Use historical information and supportive data from program managers, and other available resources to support the programs funding plan. Research and prepare professional reports for the Department of Corrections and the legislature providing the status of ongoing projects, the availability of funding, and a description of new proposals. Research and provide information to the Budget and Contracts Management Bureau Chief for the preparation of bonding proposals. Identify and understand the statutory restrictions of each funding source so that expenditures can be monitored for compliance. Independently research and develop recommendations for actions to problem areas, such as insufficient funding authority or inappropriate funds. Provide alternatives and implement appropriate solutions. Coordinate with OBPP to establish all appropriations on SABHRS and prepare any BCDs necessary to manage the funds.
Allocate each division’s annual operating budget into hundreds of organizational centers and monitor the spending in conjunction with the DOC planned management plan.
Be knowledgeable and proficient in using the IBARS to allocate the department’s annual operating budget for six programs into the state’s accounting system. Develop fiscal policies, procedures, and technical detail required to allocate the budget within legislative intent. Identify and understand the statutory restrictions of each funding source so that expenditures can be monitored for compliance. Independently research and develop recommendations for actions to administrators of noted problem areas. Collaborate with administrators to develop alternatives and implement appropriate solution.
Forecast revenues, expenditures, and cash balances. Many of the department's revenue estimates are influenced by factors such as economics, weather conditions, and state and federal legislation. They must be adjusted on a regular basis .
Monitor and research variances between actual revenues and expenditures and the budgeted amounts. Prepare analytical comparisons of past and current revenues and expenditures and prepare projections. Maintain an analysis for each accounting entity to forecast the effects of projected revenues and expenditures into future biennia. Reconcile with SABHRS and post the fiscal year fund balances of the funding sources. Participate in updating revenue estimates for all funding sources. Prepare monthly department appropriation/cash report using Monarch/SABHRS system for supervision fee purchases.
Analyze program financial data.
Initiate requests to modify the department's operating budget assuring fiscal and legal compliance with legislative intent. Coordinate the activity of funding sources. Track the departments funding sources, which are earmarked for specific purposes resulting in complex restrictions. This position is responsible to assure the legislative intent is maintained. Good judgment must be exercised in recommending the use of appropriated spending authority for each unit. Work with Budget and Contracts Management Bureau Chief to prepare BCDs. Maintain tracking system and prepare required reports to the Legislative Fiscal Division. Update progression sheets to document program transfers, operating plan changes, and refunds. Work with Contracts Management staff to ensure contracts are in place for all allocations and expenditures following procurement rules. Establish all corresponding modified FTE through the BCD process. Maintain agency information in the state’s accounting system as necessary for effective budget management.
Establish and maintain SABHRS budgeting controls so that all accounting and budgeting transactions process and correct reports are generated.
Establish and maintain budget translate tree and orgs within the department's structure. Assure orgs are set up to accept all appropriate expenditures (current and prior year) . Assure orgs are set up to accept all appropriate revenue (current and prior year) . Complete all Fiscal Year End duties . Update SABHRS translate trees, budget translates, speed charts, accounts, and task profiles to reflect all changes to the agency’s org structure. Complete Standard Budget journals annually to establish department budgets . Maintain documentation of all processes required to process standard budget journals. Actively work with the SABHRS team and Fiscal staff to identify areas of concern and work toward solutions. Share information and knowledge with other bureaus, divisions, and state agencies.
Special Projects, Training, and Other Duties
Design, develop, and implement financial systems such as the Budget Status Reporting spreadsheets (BSR), revenue forecasting systems, and expenditure forecasting systems. Continually maintain the systems so that they are available for use by all potential users. Educate and inform managers responsible for fiscal decisions on how to use accounting and budgeting reports. Train division administrators and their assistants on policies, procedures, and technical detail required to allocate their budget within legislative intent. Train department managers to use MBARS. Design and conduct research projects in cooperation with the Fiscal Bureau Chief, Warden and Contract Bureau Chief. Represent the department at federal, state, local, and departmental meetings concerning issues within the purview of this position. Monitor and reconcile personnel positions within the department.
MINIMUM QUALIFICATIONS: The knowledge, skills, and abilities required are typically attained through a combination of experience and education equivalent to a bachelor's degree in Accounting, Financial Management, Business Administration or a related field, including course work in the accounting area, and 4 years of budgeting experience.
Title: Budget Analyst
Requisition ID: 18142635