Occ. Code 2000300
SENIOR BUDGETING ANALYST, GRADE 18
New York State Department of Civil Service
BRIEF DESCRIPTION OF CLASS
Incumbents of positions in this class prepare agency budget estimates, program justifications and workload forecasts, narrative and tabular reports indicating agency expenditure components; and monitor agency expenditures in normally assigned areas. These positions are normally located in business administration or budgeting offices in various State agencies and provide staff support to agency program managers.
CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS
Typically, a Senior Budgeting Analyst under the supervision of a higher level analyst, functions at the full performance level in conducting studies of assigned program areas to develop budget estimates and justifications, evaluate necessary resources for new programs and services, assess current programs and their costs for effectiveness and efficiency, implement and evaluate expenditure controls and forecast future workload and cash expenditures. In most situations, although the incumbent may assist in the training of lower level analysts and serve as a "lead" analyst on a project basis, supervision of others is not typical.
There are a few positions in agencies with a relatively stable budgeting function where the Senior is the highest level budgeting position. In such cases, the incumbent reports to an administrator with varied responsibilities besides budgeting and usually supervises a subordinate staff of clerical and account clerical employees in budget preparation activities.
In contrast an Associate Budgeting Analyst typically supervises a subordinate staff, including Senior Budgeting Analysts and supporting clerical staff, in an agency with a substantial and active budgeting function.
This class is distinguished from high level supervisory account clerical positions by its emphasis on using the budget process for program review and forecasting workload and cash expenditures along with the evaluations of the use of alternative resources to accomplish program objectives.
There are other classes that have budget analysis responsibilities such as Institution Steward, Business Officer, and Finance Officer. However, these classes also have major responsibilities for directing an agency's or facility's fiscal and support services program.
Specialists in the Division of the Budget, Executive Department, classified at various levels in the Budget Examiner series, analyze and act on agency budget requests, determine and control specific requests for the expenditure of funds and review and act on agency organization proposals.
TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS
As assigned, conducts special or continuing studies in order to obtain pertinent budgetary evaluative material and develop appropriate recommendations for effective and efficient utilization of available resources.
· Reviews nature of a given program to determine objectives, clientele concerned, and related agency policies and priorities.
· Searches for possible comparable programs in other activities, agencies or jurisdictions to assist in providing relevant criteria.
· Gathers additional background information through a review of related reports, past experiences, and through interviews with program staff and agency planners. May confer with supervisor on suggested approaches.
· Develops work plan outlining the purpose and scope of study, plan of action, representative program locations to be sampled, and tentative schedules for review by supervisor. Confers with information technology representatives and others to determine the needed data which can be provided from existing systems.
· May develop improvements in current budgetary reporting systems for review by supervisor.
· As necessary, collects pertinent data on such factors as services provided at given locations, program changes, workloads, unit costs, workload trends, and cost projections; utilizing interviews, conferences, questionnaires or on-site observations.
· Analyzes data pertaining to the subject matter to develop appropriate findings.
· Considers alternative solutions and develops recommendations based on findings. Recommendations may include revised operating procedures such as contracting out low volume operations at specific locations.
· Prepares written report of stud for review by supervisor. May orally explain and support study recommendations to supervisory staff and program administrators.
· May perform one or more of the above tasks on a segment of a study as a member of a team of analysts.
Assists in the preparation of the agency's annual, supplemental and deficiency budget requests based on a knowledge of Division of Budget guidelines, the State Finance Law, certain agency programs and policies, previous budget requests and applicable federal policies and rules.
· May prepare written instructions presentation to agency staff and information on budgetary policies and procedures for may meet with staff to orally explain the information.
· Compiles workload statistics from activity reports for use in budget justifications.
· Reviews data prepared by agency program staff in assigned areas for completeness and responsiveness to budgetary needs. As appropriate, confers with program administrators to exchange information, resolve questions and explore consequences of alternative solutions.
· Based on existing workload and future forecasts, estimates the need for personal and non-personal services funding. Using knowledge of program information and agency priorities, analyzes requests for reasonableness of need, approach and cost.
· Prepares draft of budget estimates and justifications in assigned area for review by supervisor, noting salient points.
· May confer with program directors and agency administrators to discuss budget proposals and justifications and select a final plan from various alternatives.
· Assists in compiling a draft agency budget proposal embodying decisions made at budget conferences, refining narrative and tabular information which best describes the agency's needs in order to accomplish its goals and objectives. May prepare special budgets for programs administered through separate funds.
· After review by agency administrators, makes appropriate changes as directed.
· After submission of the budget may meet or communicate with representatives of the Division of the Budget to clarify, support and explain assigned portions of the fiscal plan.
Prepares a spending plan translating legislative authorized program funds into available organizational funds in assigned areas.
· Compares legislative budget with the proposed budget to identify differences.
· Analyzes immediate and long-range impact of budget reductions and changes on existing and projected programs and operations.
· Prepares written recommendations on necessary modifications, staffing limits and expenditure ceilings for the most effective use of approved funds and submits to supervisor. May discuss this information with agency administrators and program managers.
Monitors approved expenditures to assure that work is done efficiently within established fiscal guidelines in assigned areas.
· Periodically reviews expenditures to identify differences between projected and actual expenditures and determine reasons for such differences.
· Reviews production and workload reports to determine whether funds are being used efficiently by comparing workload data over given periods of time to identify trends.
· May confer with program managers and conduct on-site inspections to ascertain the effective and efficient use of funds.
· May recommend interchange of funds between program areas as authorized, to handle unanticipated or peak workloads.
· Reviews request to establish new positions, fill vacant positions and change the allocation of existing positions and makes written recommendations based on need and availability of funds. Prepares pertinent personal service item segregations.
· May review and recommend approval or disapproval of purchase requests in assigned fields depending on the propriety of need, justification and availability of funds.
As assigned, may perform similar budgeting tasks relating to federal monies, contracts and foundation grants.
· Confers with appropriate State, federal or local jurisdiction officials and others concerned regarding specific grants or projects. May participate in negotiations regarding the allocations of funds for particular programs.
· May review certain federal program contracted with other State agencies for conformance to applicable State and federal rules and regulations. Reviews payment orders for conformance with the appropriate contract.
· Communicates orally and in writing with representatives of grantor agencies regarding periodic reports and/or revisions of fund administration.
· Reviews fiscal aspects of periodic progress reports and as necessary recommends appropriate fiscal changes to meet the requirements of specific projects or contracts.
As assigned, may supervise a subordinate staff in support activities connected with the budget process and submission of pertinent documents to the Division of the Budget and the Office of the State Comptroller.
· Assigns specific tasks and activities to subordinate staff.
· Provides guidance, instructions and assistance to staff as needed.
· Reviews completed work for compliance with established schedules and standards.
· Provides training to staff as necessary.
· Evaluates individual work performance. Initiates corrective action as appropriate.
Prepares or supervises the preparation of various reports and correspondence related to budget activities. May advise agency staff on budget matters involving interpretation and application of certain fiscal rules and regulations of State and federal agencies. May prepare five-year expenditure forecasts comparing prior program workload activities and expenditures with anticipated staffing, workload and program changes to develop projected costs.
RELATIONSHIPS WITH OTHERS
The nature of the
tasks and activities requires frequent oral and written
communication with program supervisors and agency administrators to gather
information on program performance, workloads, actual and anticipated fiscal
expenditures and emerging program needs to assist in evaluating budgetary requirements and potential priority considerations. The Senior may prepare written instructions and procedures governing the submission of budgeting material and may furnish technical advice to individual agency staff in preparing their portion of the agency document.
NATURE OF SUPERVISION
Senior Budgeting Analysts are typically supervised by an Associate Budgeting Analyst who assigns specific projects or areas, provides written and oral guidelines and instructions and reviews each phase of the assignments as it is completed for accuracy, completeness and logical conclusions. In some positions where the Senior is the top level budgeting analyst position, the incumbent receives less direct supervision from an administrator with varied responsibilities besides budgeting. In such situations, and operating within Division of Budget guidelines and supervisory direction, the incumbent may determine the methodology to be used, the depth of the information desired and the range of possible conclusions to be drawn.
When assigned supervisory duties, the Senior assigns specific tasks to subordinate staff, provides guidance, instructions and assistance as needed, and reviews work in progress and upon completion for conformance to instructions, guidelines and standards.
In preparing the agency's annual budget, specific instructions regarding the process are issued by the Division of the Budget and guide the budgeting staff in their drafting of the agency's annual, supplemental and deficiency budgets.
· Working knowledge of the State's budget preparation process.
· Working knowledge of agency and Division of the Budget guidelines, procedures and policies governing the budget process.
· Working knowledge of assigned agency programs, operations, goals and objectives.
· Working knowledge of Office of the State Comptroller rules and regulations governing the maintenance of fiscal records.
· Working knowledge of the implications of State and federal laws, and guidelines pertaining to assigned functional areas.
· Working knowledge of effective techniques and methods of conducting interviews and studies.
· Working knowledge of effective budgeting principles and practices, including cost analysis, monitoring and forecasting fund expenditures.
· As assigned, working knowledge of supervisory practices.
· Ability to apply guidelines, procedures and policies governing the budget preparation process.
· Ability to gather and analyze program and fiscal information and draw logical conclusions.
· Ability to organize, consolidate and prepare narrative and tabular information into a clear logical report.
· Ability to identify fiscal problems and recommend solutions.
· Ability to establish and maintain effective working relationships with staff and program officials of the agency, officials of the Division of the Budget, and others concerned.
· Ability to support written reports orally at conferences or with individual program supervisors.
· As assigned, ability to supervise a subordinate staff.
Satisfactory completion of one year as a Budgeting Analyst Trainee 2.
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard w s written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.