Occ. Code 2000400
ASSOCIATE BUDGETING ANALYST, GRADE 23
New York State Department of Civil Service
NATURE OF WORK
Associate Budgeting Analysts prepare and supervise the preparation of agency budget estimates, program justifications and workload forecasts, narrative and tabular ports indicating agency expenditure components and monitor agency expenditures. These positions are normally located in business administration or budgeting offices in various State agencies and provide staff to support to agency program managers.
CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS
Associate Budgeting Analysts typically supervise a staff of Senior Budgeting Analysts (including Trainees) and a supporting clerical staff. The Associate serves either as the highest level budgeting position in an agency or in cases where the budgeting process and related activities require a large budgeting staff the Associate may supervise all such activities for a major segment of an agency's program or the administration of federal grants. The critical budgeting responsibilities include not only the preparation of the agencys budget document but also the imposition and evaluation of expenditure controls; the evaluation of programs and their costs in terms of efficiency and effectiveness; the forecasting of future workload and cash expenditures and the evaluation of the necessary resources to implement new programs and services.
Generally, positions of Associate Budgeting Analyst are supervised by a fiscal or business management administrator responsible for an agency's overall fiscal and/or business management activities. Where the volume and scope of budgeting activity is complicated by agency size, variety of program and relationships with other public jurisdictions; the Associate reports to a higher level budgeting analyst having agency-wide budgeting responsibilities.
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.
Other classes that have budget analysis responsibilities include 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, 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
Supervises a staff of budgeting, clerical and account clerical employees in preparing the agency's budgets, monitoring expenditures, maintaining fiscal and accounting records, evaluating the efficiency and effectiveness of agency programs and preparing required forms and reports for submission to the Division of the Budget and OSC.
· Assigns tasks to subordinate staff, usually through lower level supervisors and may issue specific instructions and guidelines in carrying out such assignments.
· Reviews staff reports for accuracy, completeness and soundness of recommendations.
· Discusses inadequate performance with staff members and suggests corrective measures.
· Personally performs the tasks of major assignments affecting agency wide programs listed below, assigning portions to the staff under specific written and verbal guidance.
· Trains new employees in the procedures and techniques required in the performance of the job.
Under general direction from the fiscal officer prepares the agency's regular annual operating budget and supplemental and deficiency budgets for review and approval by agency administrators and for submission to the Division of the Budget, based on a knowledge and understanding of Division of the Budget guidelines, the State Finance Law, agency programs and policy, proposed new program, program changes, previous budget requests, and applicable federal policies and rules.
Prepares a spending plan based on agency goals, translating legislative authorized program funds into available organizational funds.
Monitors expenditures to assure that work is done efficiently and within fiscal guidelines established by the Governor, the legislature and when appropriate, the federal government.
Prepares five year expenditure forecasts comparing prior expenditure patterns and workload and program information with anticipated staffing, workload and program changes and converts this information into projected costs. Information is compiled through a review of selected agency reports and interviews with program managers.
In addition to the above tasks and activities some positions may also supervise certain central agency services involving building maintenance, security, reproduction services, central files, development of contracts for services and equipment, etc.
RELATIONSHIPS WITH OTHERS
The nature of the tasks performed by an Associate Budgeting Analyst requires frequent verbal and written communication with program managers and agency administrators in order to mediate budgeting problems and those emanating from program evaluations. This communication also involved the exchange of ideas and findings in order to identify priorities and recommend agency policy. In addition, the incumbent meets with these managers and administrators and gather program information, workload data and actual and anticipated fiscal expenditure data and to obtain supplementary explanations of information previously received in written form. The Associate Budgeting Analyst also prepares written instructions and procedures governing the submission of budget materials.
Communication with representatives of the Division of the Budget is at two levels. Incumbents provide written supplement budget requests or specific expenditure requests. They may also meet with representatives of the Division of the Budget to support and convince them of the necessity for approving agency requests. This latter activity frequently involves conferences in which other agency administrators and program managers are also active participants.
NATURE OF SUPERVISION
Associate Budgeting Analysts typically supervise a group of lower level budgeting analysts and may also supervise clerical and/or account clerical staff. In this capacity, the Associate assigns specific activities for projects to the subordinates, reviewing each phase of the assignment as it is completed for accuracy, completeness and logical conclusions. The Associate provides the analysts with written and verbal guidelines and instructions which provide the basis for the Associate's review of the assignment.
In turn, the Associate receives less direct supervision in that incumbents are supervised by an Administrator with varied responsibilities in addition to budgeting. Assignments are generally broad in scope leaving the Associate free to determine the methodology to be used, the depth of information required and the range of possible conclusions to be drawn.
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.
Positions of Associate Budgeting Analyst are normally filled by the promotion of employees with at least one year of permanent service as a Senior Budgeting Analyst.
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 was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.