Polk County Job Listings

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SR. MANAGEMENT & BUDGET ANALYST

Job Title
SR. MANAGEMENT & BUDGET ANALYST
Job ID
961496
Begin Date
8/4/15
Duration
Location
Bartow,  FL
Other Location
Description
SENIOR MANAGEMENT AND BUDGET ANALYST
(Budget & Management Services)
 
Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:
 
 MAJOR FUNCTION
 
This is a highly responsible professional and administrative position in the field of governmental finance, budgeting, accounting and project management. Responsibilities include:
  • Developing and analyzing budgets of various sizes and complexity.
  • Preparing recommendations regarding department operational and capital improvement budget requests as well as fiscal policy.
  • Final review and approval before budget requests are submitted to the County Manager’s Office.
  • Implementation and management of budget policies and procedures through the continuous training of fiscal administrators, fiscal managers, fiscal staff and other Analysts.
 ILLUSTRATIVE DUTIES
  • Performs high level expenditure and revenue forecasting analysis, capital improvement projection cost studies, and other related matters pertaining to budget projections in order to assist the Budget & Management Services Office and assigned departments with making informed decisions.
  • Analyzes departmental budget requests and prepares related recommendations and alternatives to identify various budgetary impacts regarding proposed programs both during the annual budget process and throughout the fiscal year.
  • Prepares complex fee analysis. Examples include: utility fees, solid waste assessments, fire assessments, tipping fees, and impact fees.
  • Presents detailed fiscal/budget information on behalf of the assigned Department/Division’s operating and capital budgets in a clear, succinct manner for presentation to upper management as well as the Board of County Commissioners.
  • Learn the County’s current ORACLE ERP system with the result of becoming proficient in the Public Sector Budgeting Module, GL Module, Projects Module and their related interfaces with HR, Purchasing, Accounts receivable, Accounts payable.
  • Knowledge of and ability to understand central indirect cost allocations.
  • Works with fiscal managers to provide guidance on program budgeting and tiering of programs.
  • Trains fiscal managers, division directors and managers in the development of meaningful performance measures.
  • Coordinates budget process with assigned department’s fiscal managers.
  • Works closely with fiscal managers to ensure they have the tools and reports necessary to develop and modify their budgets throughout the fiscal year.
  • Trains new fiscal managers on budget development and maintenance throughout the year.
  • Provide various trainings throughout the fiscal year to ensure assigned departments/divisions know how to access and understand their budgets and various reports.
  • Works with fiscal managers to develop reports that access PSB or GL so that management can make informed decisions.
  • Trains fiscal staff and management on the rules and procedures of governmental budgeting as well as internal procedures regarding how to amend a budget, write fiscal impacts, how to balance a fund, reserve policies and various fiscal and debt policies.
  • Makes presentations and provides information regarding budget to management, elected officials and the public as requested.
  • Assists with analyzing and recommending departmental funding levels during the budget process. Prepares a comprehensive budget and performs management analysis and reports.
  • Prepares narrative and budget summaries for inclusion in the annual budget document.
  • Prepares various reports and summaries identifying cost of services and whether or not said service is beneficial to the county.
  • Coordinates capital and comprehensive plan projects with Planning staff for budget purposes.
  • Develops and analyzes a system of goals, objectives and activity measures for all departments including preparation of periodic statistical reports.
  • Completes various program performance and operational evaluations as required.
  • May oversee and/or guide the work of other technical or clerical staff.
  • Attends and represents the budget office and or departments/divisions at various workshops and meetings.
  • Performs related duties as required.
Each Senior Management and Budget Analyst is assigned a critical project to be managed and improved upon each fiscal year.  These projects include but are not limited to the following:
  • Manage, produce and improve the county’s Capital Improvement Plan (CIP) process as well as CIP Documents and quarterly CIP status reports.  Successfully manage and ensure consistency in how we budget and track capital projects.  Substantially improve our CIP budgeting practices and reports.  Develop and manage the county’s annual CIP process and calendar.  Coordinate CIP meetings with all departments and divisions as well as county manager’s office.  Coordinate CIP workshops with the Board of County Commissioners.  Ensure meetings and workshops are set up appropriately and that materials are prepared on time.
  • Ability to be the County’s Lead for the Projects module in Oracle.  Ability to learn the module and provide for enhancements/training of fiscal administrators, fiscal manager, fiscal staff and Analysts on how to use the module and reporting. Ability to initiate and create a standardized CIP reporting document for management and fiscal managers.  Ability to post this information on the Web for public viewing and update monthly. This analyst is assigned the responsibility of presenting CIP data to the Board of County Commissioners and County Manager.  Ability to work as the team lead for the other Analysts during the CIP process, coordinating with each analyst that has a CIP budget.
  • Manage, produce and improve the county’s Budgeting for Outcomes (BFO) process as well as BFO Documents and reports.  Recommend and institute budget system changes and modifications to better integrate BFO with our current program budgeting structure.  Coordinate BFO meetings with all departments and divisions as well as county manager’s office.  Coordinate BFO workshops with the Board of County Commissioners.  Ensure that meetings and workshops are set up appropriately and that materials are prepared on time.  Analyst will be responsible to perform all BFO trainings and to facilitate Results Team and Guidance Team meetings including BoCC presentations. Develop training materials and train fiscal administrators, fiscal managers, fiscal staff and Analysts. Also have the ability to do the above for the county’s new Managing for Results (MFR) initiative which is linked to BFO. Post this information on the web for public viewing and updates monthly.
  • Develop and manage the county’s annual budget process and calendar.  Coordinate budget review meetings with all departments and divisions as well as county manager’s office.  Coordinate budget workshops with the Board of County Commissioners.  Ensure that meetings and workshops are set up appropriately and that materials are prepared on time.  Manage, produce and improve the county’s Annual Budget Document including automating and enhancing current reports.  Set up reports to be used as a management tool not just balancing tools. Responsible for developing, maintaining, and enhancing the Budget Instruction Manual and related forms on an annual basis.  Responsible for modifications/enhancements reporting for the Budget Module (PSB) including changes as needed annually such as program budgeting format changes, implementing and coordination between program budgeting and BFO, designing and implementing a tiered program budget submittal, etc.  Post this information to the web and update as needed.  In addition this analyst will be responsible for the preparation and presentation of the Budget Kickoff and any other Budget System and process training throughout the year.  Train fiscal administrators, fiscal managers, fiscal staff and Analysts.
 
  • Manage, produce and improve the county’s Budget Module, position control component.  Improve data communication between public sector budgeting and HR.  Enhance our current system with report writing and recommendations for system enhancements/modifications so that HR and Budget have a seamless flow of position data.   Coordinate and recommend links between HR, Budget, and Benefits including coordination of integrating the County Health Insurance Plan for employees and retirees.  Develop training materials and train Fiscal Administrators, Fiscal Managers, fiscal staff, Analysts, Division Directors, and Department Directors in personnel reporting at both G/L and Public Sector Budgeting levels.  Perform complex analysis, to trend and project overtime calculations for Fire and EMS, etc and integrate these projections into both HR and Public Sector Budgeting Modules. Find a solution and recommend continuous enhancements to items that may come up from time to time, such as how to budget for temporary employees, etc.
  • Develop and maintain usage reporting structure along with developing and maintaining monthly expenditure, revenue, and cash reports to identify trends, issues, or shortfalls at Fund, Department, and Division levels.  These reports are to be distributed to Management and Fiscal Managers to ensure informed budgetary decisions are proactively being made.  In addition to these monthly reports, this position will be responsible for developing, preparing, maintaining, and presenting monthly reports summarizing this data and analysis for the County Finance Committee, comprised of the Board of County Commissioners, County Manager, Finance Director, and Comptroller. Develop and train Fiscal Managers, Fiscal Administrators, fiscal staff and Analysts regarding above.
 
  • Directly responsible for preparation and maintenance of the Support Services Group operating and capital improvements budgets, including short-term and long-term financial forecasts and plans. Responsible for preparation of monthly financial updates, quarterly interim financial statements and annual financial reports. Compares department and program financial status and operational results to projected expectations and historical achievements. Oversees the Department Wide Budget and provides fiscal support for all Support Services Divisions. Evaluates and makes recommendations regarding proposed projects and agreements. Assists in the formulation of department goals and objectives. Designs and establishes statistical standards of performance measurement for each division cost center reflecting department objectives. Monitors and reports on attainment of objectives through performance measure evaluation.
  • Provides advice and analysis for department director on financial matters, recommends changes in policies and procedures as necessary. Oversees all department contracts. Negotiates and manages special projects as assigned by Department Director. Recommends and implements efficiencies in Division areas as related to Oracle Applications. Develops and takes the lead for expense/revenue/cash/performance measure reports utilizing Oracle Report Writer, and EIS tools.  Ability to lead the Oracle report training for Fiscal Managers, various county fiscal staff, Budget Analysts, Department and Division Directors. Be the lead Analyst in terms of Oracle GL, PSB, Position Control and provide direction on finding solutions to Analysts, Fiscal Managers and all fiscal staff in terms of information/reporting needs out of ORACLE.
KNOWLEDGE, ABILITIES AND SKILLS
 
Knowledge of principles and practices of business administration, revenue management and related management operations.  Ability to become familiar with capital improvement programs and administration. Ability to perform complex analysis utilizing logic and highly developed math skills.  Ability to be assertive when necessary to complete projects on time. Ability to learn the practices used in governmental fund accounting processes.  
 
Ability to learn and become familiar with applicable regulations, policies and procedures, ordinances and laws regulating related taxing assessments and collections and fee schedules.  Ability to review current policies, procedures and ordinances and proactively make recommendations for changes if needed.  Ability to create time lines and identify critical decision points in order to implement ordinances, policies and procedures.  Ability to independently research, collect, analyze and prepare comprehensive recommendations, reports and related information. Ability to trouble shoot where necessary utilizing independent judgment.
 
Knowledge of the use and capabilities of microcomputers hardware and software with advanced knowledge of excel and word.  Proven ability to work with integrated financial packages.  Ability to learn and develop complex reports to obtain data out of our current financial system (ORACLE). Ability to learn and become proficient in report writing tools such as crystal reports or other report writers that the county uses to produce reports out of ORACLE. Ability to develop financial presentations in such a way that the lay person can understand.  Ability to make individual, group and public meeting presentations of resource information, program functions/activities and other related subjects as requested. Knowledge of the development and use of performance measures including efficiency and effectiveness indicators, not just workload indicators. Ability to communicate effectively, both orally and in writing. 

Ability to effectively coordinate the work of others.  Ability to display and practice positive interpersonal relationship skills.  Skillful research, reporting, writing and communication abilities. Ability to work independently and take responsibility for assigned projects and tasks.  Ability to train fiscal managers, department directors, division directors and others as needed in budgeting techniques, budget system utilization, report writing.  Ability to develop budget calendars for small to large projects as well as to oversee these projects with project management skills. 

Ability to effectively communicate with management when a project may not meet its desired outcome or end date in sufficient time to make changes to the project scope for the project to come in on time.  Ability to have solutions for problems not just to identify problems.  Ability to look at challenges as an opportunity not a problem.  Ability to stand in for Division Director if not available for presentations or meetings with management if associated with assigned departments or projects. Knowledge of cash flow analysis.   Ability to work late or weekends, if necessary, to accomplish projects on time.  Ability to handle stressful situations as well as working with differing personalities.
 
MINIMUM QUALIFICATIONS
  • Masters Degree with major course works in Public Administration, Business Administration, Finance, Economics, Accounting, or Planning or related field is desirable; or a Bachelors Degree in the above areas supplemented with appropriate work experience.
  • Five (5) years of experience in related governmental budget preparation, analysis and revenue forecasting.  Proficient in Microsoft Excel.
  • Two (2) years experience in leading projects.
  • Three (3) years experience with integrated financial systems.
  • Proven experience in researching and understanding state statute.
  • Experience writing “White Papers”.
  • Two (2) years experience writing and presenting formal presentations.
  • Must have a valid driver's license and be able to secure a Florida driver's license at the time of employment within this classification.
  • A comparable amount of related training and experience may be substituted for the minimum qualifications.
SPECIAL PREFERENCE
  • Masters Degree in Public Administration highly desired.
  • Experience with Oracle preferred.
JOB LOCATION:  Neil Combee Administration Building - Bartow, FL
 
WORK SCHEDULE:  (8:00 AM - 5:00 PM) Monday through Friday  
 
HIRING RATE:  $51,313.60 - $62,816.00 (Pay Grade 28)
 
Interested applicants and employees should apply by creating an application profile as detailed below.  Apply no later than the closing date indicated above. 
 
APPLICATIONS MAY ONLY BE SUBMITTED ELECTRONICALLY ON THIS WEBSITE.  
 
POLK COUNTY BOARD OF COUNTY COMMISSIONERS, HUMAN RESOURCES (863) 534-6030

POLK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IT IS OUR POLICY TO PROVIDE EQUAL EMPLOYMENT OPPORTUNITY FOR ALL QUALIFIED PERSONS, REGARDLESS OF RACE, RELIGION, SEX, NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER CATEGORY PROTECTED BY LAW.

 
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