Budget Analyst 3 (Ba3)

Salary: $4,282.00 - $7,382.00 Monthly
Location : Multiple Locations Statewide, WA
Job Type: Full Time - Permanent
Job Number: 2024-00270
Department: Dept. of Corrections
Division: BSTA - Budget Office
Opening Date: 01/08/2024
Closing Date: 1/22/2024 10:00 AM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
Budget Analyst 3 (BA3)
Full Time | Permanent
Salary Range: $5,490 - $7,382 Monthly (BA3)
This is a telework/hybrid position. Work may be performed from anywhere within the state of Washington with a reliable internet connection. Travel may be required.
Do you enjoy telling stories through numbers? Can you take a report full of numbers and communicate insightful conclusions about the key points in a clear concise manner? The Washington State Department of Corrections is seeking a resourceful and adaptable individual to join the budget team as Budget Analyst 3 (BA3)!
In this role, you will provide detailed financial analysis and support for the back-office functions of the agency. You will ensure they are not overspending their budgets in addition to collaborating and offering your thoughts to key decision makers and participating in discussions about the business with management and peers.
The ideal candidate has strong quantitative skills, adeptness in the use of logic, and is confident in their communications skills. The most important skill is the ability to pay attention to detail while managing high priority projects. As a Budget Analyst, you will support and contribute to the mission by providing detailed budgeting analysis, develop and monitoring of the Department of Corrections (DOC) operating budget, and providing accurate and timely data to executive management and stakeholders to make critical financial decisions.
If you are driven by a desire to find opportunities to identify and implement innovative ways to answer key questions, we encourage you to apply! A completed application packet will include:
A completed application packet will include:

• A detailed resume
• A cover letter regarding your interest for this position with our agency
• Three professional references

To broaden the candidate pool, this position could be filled by a candidate meeting the Budget Analyst 2 (BA2) qualifications as an in-training position to a BA3. To learn more about the qualifications of an BA2, please see the "qualifications" section of the job posting.
Duties
We are looking for teammates who share our vision of public service, are committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.
As a Budget Analyst 3 (BA3), your duties will include:

• Analysis which could include:
  1. Providing detailed financial analysis and summary reports for assigned divisions and other ad hoc reports for DOC.
  2. Accomplishing detailed analysis for all assigned programs and providing consultative planning and analysis services to division management and staff.
  3. Explaining accounting and budgeting systems, procedures and processes to others, to include program staff and various stakeholders.
• Reports which could include:
  1. Preparing reports, including findings, conclusions, and recommendations for streamlining processes for agency and budget team operations. Ensuring follow-up service is provided to divisional management to include compliance with indicated program changes.
  2. Responsibility for reports pertaining to program areas - monthly budget status reports (budget, actuals, and projected).
  3. Responsibility for the monthly staffing report to include funded / not funded positions, vacancy, double-fill, and other tracking.
• Financial and operating systems
  • Agency Budget System (ABS)
  • Fiscal Note System (FNS)
  • The Allotment System (TALS)
  • Enterprise Reporting (ER)
  • Web Intelligence (WebI)
  • Salary Projection System (SPS)
  • Human Resource Management System (HRMS)

Other duties as assigned:

• The Budget Team frequently works on a variety of projects and adhoc reports.

Qualifications
What we need (required qualifications):

• HS Diploma/GED
• Minimum of two (2) years of state government budget experience (one biennial cycle/two (2) fiscal years)
• Ability to analyze and interpret data, write clearly and concisely, deal practically and effectively with others in a staff relationship, prepare professional reports, and work on a variety of tasks with frequent interruptions

What will make your application stand out (preferred qualifications):

• A Bachelor's degree in business, public administration, accounting, economics, or statistics from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or a foreign equivalent
• Five to six years of professional experience in budget, management or program analysis.
• Able to effectively handle unexpected situations that arise, resourceful in managing duties and attempts to develop solutions to problems you encounter or to seek appropriate assistance.
• Provides effective, efficient and timely customer service to clients outside and inside the agency.
• Has the capacity to comprehend, learn, and retain volumes of budgeting information such as state laws, OFM policies and procedures, and DOC policies and procedures.
• Communication - verbal and written - demonstrate clear and effective communication skills when creating reports, research, or responding to customer service requests. Proficiency: Advanced
• Ability to multi-task and meet urgent deadlines while maintaining regular responsibilities and workload.
• Statewide financial systems: develops and demonstrates proficiency in using statewide financial systems, to include fiscal notes, BDS, and enterprise reporting; create reports, decision packages, and fiscal notes; entering data into these systems, conducting research to analyze behavior against budget plans. Proficiency: Intermediate
• Electronic mail: compose, send and respond to electronic mail. Skilled at using Microsoft Outlook functions such as calendars and meeting requests (creating and responding). Proficiency: Basic
• Use spreadsheet software, such as Microsoft Excel, to develop complex spreadsheets with macros, multiple math functions, advanced filters, and links to external sources of information. Create custom toolbars and chart types, and use data analysis tools. Proficiency: Intermediate
• Use word processing software, such as Microsoft Word, to create, format, and edit tables, columns, and charts. Import data, sort table data, and perform calculations in tables. Insert and format sections, create headers and footers, and work with pictures and draw objects. Proficiency: Intermediate
• Proficiency in operation of 10-key calculator, fax machine, copier, printer, and personal computer.
• Critical thinking - demonstrates ability to independently and creatively use judgment and critical thinking to interpret appropriate meaning and form conclusions necessary to resolve the problems or issues. This work may be done in the absence of clear guidelines or information.
• Accountability - accepts personal responsibility for quality and timeliness of work. Works effectively alone and with others to accomplish tasks.

This position may be filled with a six month to one year in-training plan from a Budget Analyst 2 to the goal class of Budget Analyst 3.
BA2 Pay Scale: $4,282 - $5,765 Monthly
Budget Analyst 2 Required Qualifications:

• High School Diploma
• Knowledge of state government budget and business management practices, to include analysis.
• Ability to analyze and interpret data, write clearly and concisely, deal practically and effectively with others in a staff relationship, prepare professional reports, and work on a variety of tasks with frequent interruptions.

For month one (1) through month three (3), the Budget Analyst 2 will be mentored on, learn, and be able to successfully complete work on their own in the following:

• Understanding of and ability to explain verbally, the Expenditure Authority (EA) Schedule and how it relates to the agency budget.
• Understanding of and successfully complete monthly allotment reconciliations and prepare adjusting TALS packets with accuracy verified by supervisor.
• Working knowledge of DOC chart of accounts, to include program index, organizational index and operational leader structures within the divisions, as well as control totals and be able to explain and inform others.
• Prepare, analyze, and complete FTE reconciliation. Be able to articulate the process used, and the corrective actions necessary to resolve any variances.
• Working knowledge of the budget for your assigned program area.
• Have a clear understanding of the Excel Tools and Functions outlined in the Budget Office Excel Standards Document.

At the end of month one (1) through month three (3), the Budget Analyst 2 will have gained the knowledge and skills to accomplish the following:

• Explain the purpose of the EA Schedule;
• Prepare an allotment adjustment (TALS Packet);
• Explain components of the DOC chart of accounts; and
• Reconcile SPS data, HRMS data, and FTE allotments.

For month four (4) through month six (6), the Budget Analyst 2 will be mentored on, learn, and be able to successfully complete work on their own in the following:

• Understanding of, and ability to explain verbally, the Carry Forward Level (CFL) process for the State of Washington and what DOC does internally to complete CFL.
• Understanding of, and ability to explain verbally, the Legislative process for the State of Washington.
• Ability to use clear, concise writing skills to communicate agency fiscal needs in the form of a Decision Package (DP) or Fiscal Note.
• Reconcile agency budget requests against Governor and/or Legislative releases by DP, by program, Fiscal Year, FTE, and dollars.
• Prepare ad hoc reports for your assigned division.
• Process routine budget projection for assigned program area utilizing standard processes established by the unit.

At the end of month four (4) through month six (6), the Budget Analyst 2 will have gained the knowledge and skills to accomplish the following:

• Provide consultative planning and analysis support to program managers and budget office staff;
• Prepare and successfully complete a decision package or fiscal note;
• Prepare, analyze, and project elements (Includes, but is not limited to contracts, utilities, etc.); and
• Prepare, analyze, and project budgets for assigned budget program area.
• Understanding of, and successful use of the following systems:
  1. Salary Projection System (SPS)
  2. Human Resource Management System (HRMS) Access Database
  3. The Allotment System (TALS)
  4. Agency Budget System (ABS)
  5. Data Cube (DOC data warehouse)
  6. Enterprise Reporting (ER)
  7. Capital Budget System (CBS)
  8. Project Request System (PRS)
  9. FileMaker Pro (FMP)

Successful use of the systems will be determined by the supervisor and is understood to mean the consistent, independent use of these systems to complete assigned work with no errors. For example:

• SPS: Export position listing data, projection data, position record updates, etc.
• HRMS: Exporting data on position data, running staffing reports.
• TALS: Upload allotment data, run Enterprise Report Allotment Summary and Detail reports.
• ABS: Running Rec Sum reports for previous or current budget cycles.
• Data Cube: Understanding agency chart of accounts (Appropriation Index, Program Index, Organization Index, Expenditure Authority Schedule, State Administrative & Accounting (SAAM) Manual), and operational leader structure well enough to provide ad hoc and/or routine reports. CBS, PRS and FMP: Basic understanding of requirements for building a Capital project and routine maintenance of Capital Budget plans.

In order to successfully complete the Budget Analyst 2 to Budget Analyst 3 in-training plan, training courses should be completed on the following subject matters. Should the course not be available during the in-training plan period, the employee may review the official training manuals in place of attending the trainings.

• Enterprise Reporting System (OFM)
• Agency Budget System (OFM)
• Data Cube (DOC)
• Fiscal Note (OFM)
• TALS (OFM)
• Salary Projection System (OFM)
• CBS, PRS and FMP (OFM/DOC)
• Attend and actively participate in an Intermediate Excel class if BA2 has limited prior Excel experience.

All assignments will be reviewed by the supervisor for accuracy and completeness to determine whether the employee has successfully completed the requirements of the in-training plan. Regular meetings will be scheduled to measure progress and document the dates that each requirement in the plan has been met. Upon successful completion of all training plan elements, the employee will promote to Budget Analyst 3.
Supplemental Information
Vision: Working together for safer communities.
Mission: Improving public safety by positively changing lives.
Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.
DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, ge...