Jobs

BUDGET ANALYST COORDINATOR

Class Title: BUDGET ANALYST COORDINATOR
Bargaining Unit: Use for all Job Titles
Class Code: 073333
Education and Experience: Graduation from an accredited college or university with a bachelor’s degree and experience equivalent to three years of full-time increasingly responsible professional budget analytic work experience.
 
Substitution of Education for Experience: Additional graduate coursework in business administration, public administration, or other related acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years; OR two years of increasingly responsible professional budget analytic experience with the State of Tennessee.
 
Substitution of Experience for Education: Qualifying full-time professional experience in analytic work may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Other Requirements:

Necessary Special Qualifications: None.
 
Examination Method: Education and Experience, 100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

Job Overview:

Summary: Under general supervision, is responsible for budget analytic work of considerable difficulty and supervisory work of routine difficulty; and performs related work as required.
Distinguishing Features: This is the first full supervisory or major coordinative class in the Budget Analytic sub-series. An employee may be assigned to act as assistant budget director in the largest of departments with very complex operating budgets including the supervision of professional budget analytic staff or may be assigned to act as budget officer in a large department with a complex operating budget, but having little or no responsibility for supervision of other professional staff, in coordination of the budget process and its administration. This class differs from that of Budget Analyst 2* in that an incumbent of the latter functions at the working level, performs work of lesser scope and complexity, and would often be subordinate to an incumbent of this class. This class differs from that of Budget Analysis Director in that an incumbent of the latter is responsible for budget analytic, administrative, and supervisory work of greater magnitude.

Work Activities:

Processing Information:
  1. Assemble fiscal and statistical data for use in budgetary evaluations and budget hearings.
  2. Prepare Annual Budget Requests in accordance with Finance and Administration Budget guidelines.
  3. Assist in the development and submission of the Departmental operating and capital budgets.
  4. Analyze monthly departmental budgeting and accounting extracts to maintain expenditure and revenue reports.
  5. Prepare periodic reports comparing budgeted costs verses actual costs and budgeted revenues to actual revenues.
  6. Prepare special statistical and financial reports as required.

Monitoring and Controlling Resources:

  1. Assist in the development, submission, and administration of the department’s operating budgets for assigned business units.
  2. Monitor departmental revenue collections and expenditures for accuracy on a regular basis as required by code, policy, and procedures.
  3. Monitor the availability of funds in each division’s budget as required by policy and procedures.
  4. Drafts requests for budget revisions and recommends approvals as required by policy and procedures.
  5. Creates salary administration plans to determine their effect on the budget.
  6. Reviews and participates in the approval processes for purchases of goods and services in accordance with code, policy, and procedures.

Communicating with Persons Outside Organization:

  1. Prepares and presents information, reports, and/or data on departmental programs for the legislature and interested parties in accordance with code, policy, and procedures.

Resolving Conflicts and Negotiating with Others:

  1. Promptly addresses staff complaints and conflicts within their organization in accordance with policy and procedures in order to promote organizational effectiveness and workplace harmony.

Documenting/Recording Information:

  1. Create complex spreadsheets to enhance efficiency as needed.
  2. Creates charts and graphs using computer spreadsheets to illustrate technical reports.
  3. Maintain files of budgetary and/or statistical information.

Coordinating the Work and Activities of Others:

  1. Assists in the coordination and supervision of staff required for support in the performance of work projects.
  2. Insure that subordinate staff complete the documentation required for budget, statistical, and fiscal work in accordance with policy and procedures.
  3. Directs and oversees the activities and work for staff of lower classifications.

Evaluating Information to Determine Compliance with Standards:

  1. Analyze assigned business unit’s budget requests to insure conformance with budget policies and guidelines.

Interpreting the Meaning of Information for Others:

  1. Interprets policies, processes, and procedures to staff in lower job classes for staff development and needed corrective actions.

Coaching and Developing Others:

  1. Mentors less experienced co-workers in their work to enhance their work performance.

Interacting With Computers:

  1. Uses computer based spreadsheet software.
  2. Uses computers to enter, access, and retrieve financial and/or statistical program data.
  3. Develops and maintains budgeting and/or statistical databases.

Analyzing Data or Information:

  1. Analyzes financial data to prepare revenue and expenditure forecasts.
  2. Analyze statistical data to identify program trends and their possible fiscal impacts.
  3. Analyzes budgets for special projects to insure availability of funds.
  4. Evaluate the costs of special projects as assigned.

Developing Objectives and Strategies:

  1. Provide input and planning on the long range financial needs of the department’s programs and required services.

Getting Information:

  1. Gather current period expenditures and revenues through electronic formats to provide accurate budget reports as required by policy and procedures.
  2. Researches statistical program and fiscal data for fiscal notes, monthly, and annual reports as required by code, policy, and procedures.
  3. Researches legal code for fiscal note requirements.

Guiding, Directing, and Motivating Subordinates:

  1. Provide performance counseling, job planning, and performance evaluations for subordinate staff as required by code, policy, and procedures.
  2. Provide guidance, training, and supervision of other individuals assisting in budget, statistical and fiscal work projects and activities.
  3. Consistently sets an example for fellow employees by demonstrating positive work habits.

Establishing and Maintaining Interpersonal Relationships:

  1. Maintain professional working relationships with peers and upper management to ensure smooth and effective team operations.

Training and Teaching Others:

  1. Facilitate the orientation and training of new staff and of current staff to ensure their success and effectiveness as employees.

Performing Administrative Activities:

  1. Utilize office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web based e-mail programs, and search engines in the performance of their job duties.
  2. Documents time and attendance for assigned staff in accordance with code, policy, and procedures.

Thinking Creatively:

  1. Creates and modifies reporting systems used for monitoring and analysis of programs and their functions for effectiveness and efficiency.

Organizing, Planning, and Prioritizing Work:

  1. Prioritizes job tasks and activities to ensure deadlines are met in a timely manner.

Staffing Organizational Units:

  1. Participate in the recruiting, interviewing, hiring, and promoting of unit staff.

Communicating with Supervisors, Peers, or Subordinates:

  1. Communicates with staff to ensure policy and program objectives are clearly understood, accurately communicated, and properly interpreted.
  2. Assist in the explanation of the budget document’s needs and methods to insure proper preparation of estimates and detail.
  3. Advise their supervisor about work issues and areas of concern as they occur.

Scheduling Work and Activities:      

  1. Prioritize the daily and weekly work time and activities for their self and their assigned staff to meet the priorities of the organization and operational requirements.

Developing and Building Teams:

  1. Encourages and participates in team building within the organization.

Provide Consultation and Advice to Others:            

  1. Provide budget preparation advice and/or technical assistance to program staff.
  2. Explain budgetary processes to departmental staff as needed.
  3. May visit field offices to assist with budgetary and statistical analysis needs as necessary.

Updating and Using Relevant Knowledge:

  1. Updates work processes and procedures to comply with changes in the legal codes and professional standards to insure performance and legal requirements are met in accordance with policy and procedures.
  2. Attends and participates in all required in service and pre service training related to applying new knowledge to their job responsibilities and to maintain their required job certifications/licenses.

Judging the Qualities of Things, Services, or People:

  1. May recommend applicants for potential employment.

Competencies (KSA’s):

Competencies:
  1. Functional/Technical Competencies
  2. Problem Solving
  3. Directing Others
  4. Customer Focus
  5. Ethics and Values
  6. Integrity and Trust
  7. Time Management
  8. Informing
  9. Priority Setting
  10. Process Management

Knowledge:

  1. Administration and Management
  2. Customer and Personal Service
  3. Mathematics
  4. Computers and Electronics

Skills:

  1. Active Learning
  2. Active Listening
  3. Critical Thinking
  4. Monitoring
  5. Reading Comprehension
  6. Speaking
  7. Writing
  8. Coordination
  9. Complex Problem Solving
  10. Judgment and Decision Making
  11. Mathematics
  12. Instructing
  13. Time Management

Abilities:

  1. Deductive Reasoning
  2. Inductive Reasoning
  3. Number Facility
  4. Oral Comprehension
  5. Oral Expression
  6. Written Comprehension
  7. Written Expression
  8. Speech Clarity

Tools and Equipment Used:

  1. Personal Computer
  2. Telephone
  3. Fax Machine
  4. Printer
  5. Adding Machine
  6. Accounting Software

 

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