Budget Officer

Definition

Definition: Under general supervision of the Director of Administration, coordinates the formulation and implementation of the Salt River Pima-Maricopa Indian Community's (Community) annual budget; maintains the official records of contracts and grants for the Community, oversees a paraprofessional and clerical staff; develops and submits for approval policies and procedures relative to the of the Community's budget and budget processing generally, including its Capital Improvement Program (CIP). Provide high quality customer service to all Community Government Departments/Divisions, the Community-at-large and Government management. This will be treated as an FLSA Exempt position.

Essential Functions: (Essential functions may vary among positions, but may include the following tasks, knowledges, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.)

Examples of Tasks

General:

Plans, participates in and oversees the development and day-to-day operations of the Budgets and Records Office within the Administration Department; monitors work flow; reviews and evaluates work outcomes, methods and procedures; prepares and submits various budget reports to management and the Community Council, Government management and Departments/Divisions of the Community such as financial trend analyses, CIP operations, etc.

Coordinates long range revenue and expenditure forecasting; coordinates strategic planning programs relative to budgets and their development and implementation and ensures that in all instances the short and long range goals and objectives of the Community are taken into considerations.

Initiates, as appropriate, and/or participates in the formulation and administration of budget policies and procedures; develops, evaluates, and implements budget internal controls; and oversees the implementation of budgetary systems to improve the Community's budget management capabilities and/or to ensure compliance with Community, federal, state, and other guidelines as necessary.

Coordinates budgetary research studies, feasibility studies, benchmarking studies, needs assessments, cost/benefit analyses, cross impact analyses, and management studies; extrapolates and makes projections from written materials and existing statistical data; prepares comprehensive and detailed recommendations on various budgetary computer software the Community may be interested in purchasing.

Provides financial and other project management expertise to coordinate and implement Department/Division or Community-wide systems and projects; program/systems evaluations and organizational analyses; monitoring of procedures and methods; preparation of oral and written findings and recommended actions.

Monitors program budget performance; maintains budget controls and accountability for budgeted expenditures to the greatest extent practicable; develops budget forecasts and reports; makes oral and written presentation with recommendations as regards budgetary affairs; oversees the proper filing and maintenance of a filing system for service contracts records, grants and other agreements; coordinates the development of performance measures and workload indicators; provides budgetary advice, designs and conducts user training for budgetary systems and processes, tailoring such training to the specific needs of the users.

Position Control:

Creates and maintains a master record of authorized budgeted positions by fund source including both position number and FTE count, including the authorization of effective dates(s) by Council and/or the Community Manager and/or the external awards received by the Community; records are maintained on a long-term basis to assist in position trend analyses; maintains a current log of Council-authorized positions and changes thereto, relating changes to programs to facilitate trend analyses. Coordinates with HR and Finance as necessary regarding any discrepancies.

Technical Budget Management:

Monitors the process of entering the annual Council-approved budget into the Community's financial management system for all operating budgets, CIPs, and external agreement funded budgets as they are received.

Identifies any deviations from Council-approved budgets and/or external agreement awarded budgets and enters corrections, as appropriate.

Maintains a running log of budget adjustments with effective dates(s), reason(s) for adjustments(s), amount(s), and any other information that may be pertinent to the adjustments.

Works with Departments/Divisions to foster their understanding of major budgetary trends, complies information and submits to management quarterly.

In conjunction with applicable Departments/Divisions, develops and maintains a multi-year CIP and associated budgets including reports to Government management and Community Council as necessary.

Conducts evaluations of bottom line expenditures over time, comparing approved budgets to actual expenditures, to identify areas of extraordinary growth or areas where expenditure rates do not reflect needed services, and to confirm that such trends are reasonable in the context of Council and agreement-approved budgets; i.e., issues budget exceptions reports.

Leads and manages a year-end budgetary review process that provides an annual review of resource allocations for Council and Government management's review and makes recommendations for the potential reallocation of resources for the future.

As a part of the annual budget formulation process, assists Council and Government management in the evaluation of new programs and significant program additions/deletions each budget year.

Conducts surveys of other governments to support information gathering for significant budget and policy decisions.

Budgetary Reporting:

Assists Departments/Divisions in running on-line quires based on reporting needs.

Works with Departments/Divisions to ascertain their budgetary reporting needs; provides quarterly reports to Departments/Divisions reflecting budgets to actual.

Navigates the official Financial Management System of the Community to assist Departments/Divisions in how to ascertain budgetary status, to analyze expenditures to date, and to understand their budgetary/expenditure trends. Prepares run-control report parameters and resultant report distributions for deliver of custom budget/expenditure reports.

Regularly reviews year-to-date reports to identify anomalies and/or trends that may result in over/under-expenditures and works with Departments/Divisions to explain and report on issues impacting budgetary deviations as may be found.

Develops internal procedures to enable reconciliation of CC_Detail, CC_Dept, and GL reporting on a monthly basis; develops a monthly repot to management that compares budgeted amounts to actual entries to confirm that they are in balance and/or to focus on out-of-balance situations that need correction; leads the correction effort, coordinating necessary changes with Department/Division, Human Resources (as appropriate) and Finance.

Strategic Planning:

Assists Department/Divisions in determining and developing appropriate key performance indicators (KPIs) that can be measured over time to identify workloads and performance trends.

Assists Departments/Divisions in analyzing their budget trends by program area to determine program areas that impact such trends positively and negatively.

Assists the Community manager to identify and evaluate potential program increases/decreases for each budget formulation year.

Supervisory:

Supervises and communicates organization's goals and objectives to assigned staff; routinely support staff in accomplishing department goals and objectives and provides opportunities for training; promotes a participatory staff decision-making processes and fosters innovation within the office to continually upgrade and streamline budgetary processes; conducts timely performance evaluations and coaches, mentors, and trains staff as required.

Attends special meetings, training, and conferences and seminars as required.

Performs other job-related duties as assigned to maintain and enhance program and departmental operation.

Knowledge, Skills, Abilities and Other Characteristics:

• Extensive knowledge of the principles and practices of governmental budgeting, budget development and administration/implementation.
• Knowledge of tribal, federal, state and other laws, policies, procedures, rules, and regulations.
• Knowledge of financial and budgeting systems or pertinent electronic financial budgeting systems.
• Knowledge of policies, procedures, methods, techniques and practices regarding budget development, presentation and maintenance for the Community.
• Knowledge of policies, rules and regulations applying to grants and contracts.
• Knowledge of principles and practices of supervision, training and performance evaluation.

• Ability to perform budgetary research, draw conclusion and formulate logical researched-based conclusions for reporting purposes.
• Ability to listen, communicate, and deal effectively with management, subordinates, representatives of other governments, agencies and the general public.
• Ability to communicate both verbally and in writing with all levels of the Community Government using clearly organized though processes, proper sentence structure, punctuation, and grammar.
• Ability to provide superior customer service both internally and externally.
• Ability to effectively communicate instructions and information to subordinates, other Community Government staffs and the public.
• Ability to establish and maintain effective working relationships with co-workers, supervisors and the general public.
• Ability to be show commitment to teamwork and to quality work product production and be willing to assume ownership for all in-progress and completed assigned tasks.

Minimum Qualifications

• Education & Experience: An Associate's degree in accounting, finance, statistics, business administration or closely related field, is required, and experience equivalent to five (5) to ten (10) years of progressively responsible experience in accounting, finance or the development, implementation, management and analysis of governmental budgeting, or closely related experience, is required. Demonstrated and progressively responsible hands-on experience may be substituted on 2 years-for 1 year experience for the formal education.

• Equivalency - Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.