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Assistant Budget and Grant Analyst
The Assistant Budget and Grant Analyst under the direct supervision of the Budget Manager, is the position responsible for preparation and monitoring of the capital and operating budgets for the Metropolitan Transportation Commission (MTC), the Bay Area Toll Authority (BATA), the Bay Area Headquarters Authority (BAHA), 375 Beale Condominium Corporation, the Bay Area Infrastructure Financing Authority (BAIFA), the Bay Area Housing Finance Authority (BAHFA) Clipper, and the Service Authority for Freeways and Expressways (SAFE). The Assistant Budget and Grant Analyst also prepares and monitors the capital and operating budgets for the Association of Bay Area Governments (ABAG), ABAG Finance Authority for Nonprofits (FAN), Advancing California Finance Authority (ACFA), ABAG Publicly Owned Energy Resources (POWER), and the San Francisco Bay Restoration Authority (SFBRA).
Directly and through management delegation to budget staff, this work includes organizing, preparing, analyzing, coordinating, and monitoring capital and operating budgets, providing assistance in the preparation of MTC’s Overall Work Program (OWP) per Federal and State government funding requirements, provide grant compliance monitoring and report preparation, and financial reporting analysis for all agency entities. Provide oversight and facilitate post award administration and compliance over the life cycle of grants and contracts. The position provides support to internal and external stakeholders regarding allowability, allocability, and transactional processing on grant and local programs related programmatic needs. This position will perform a variety of complex analytical, compliance, and administrative work in support of reporting functions; fostering and maintaining an overall relationship with agency Sections and program staff; coordinate with various outside agencies; analyze financial statements and communicate important financial information clearly to all entities. This position will also promote and foster an inclusive MTC work environment amongst a dynamic and diverse workforce.
All employees at MTC are classified as Disaster Services Workers.
SKILLS AND ABILITIES
The ideal candidate will have the following knowledge, skills and abilities:
- Audit principles and practices; experience supporting audits;
- Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards (GAS), and Uniform Guidance;
- Advanced knowledge of principles of budget best practices and procedures for fund accounting and budgeting including encumbrance budgeting;
- Knowledge of operating and capital budgeting procedures;
- Knowledge of automated financial accounting systems, in particular, budgets, General Ledger, Contracts and Purchasing modules;
- Knowledge of Federal, State and Local grants and grant reporting procedures;
- Knowledge of Federal, State and Local grant and budget laws;
- Knowledge and understanding of applicable federal regulations, grants management, Uniform Guidance (2 CFR 200) and Office of Management and Budgets (OMB) regulations;
Skills and Abilities
- Ability to perform complex reconciliations, funds distributions, and compliance activities across numerous and complex projects with competing timelines, goals, and spending restrictions, for multiple stakeholders/departments with competing or conflicting objectives;
- Demonstrated data-entry experience using automated financial accounting software applications;
- Ability to type at a speed necessary for successful job performance;
- Excellent customer service skills, including strong communication skills;
- Demonstrated ability to establish, maintain, and foster cooperative working relationships with those contacted in the course of work;
- Effective time management and organizational skills;
- Ability to prioritize multiple tasks in order to ensure timely processing;
- Ability to exercise good judgment, confidentiality, and work independently;
- Ability to perform accurate mathematical computations; reconcile differences;
- Ability to review financial data for accuracy;
- Ability to proactively monitor spending and recommend spending efficiencies;
- Experience in operating and capital budgeting and capital spending within a public agency or government;
- Experience with monitoring performance and making recommendations for process and procedure improvements; engaging in change management;
- Ability to analyze, interpret, and implement complex policies, Memorandum of Understanding (MOUs), Executive Director Management Memorandums (EDMMs), or agreements;
- Ability to work collaboratively with external stakeholders;
- Ability to maintain department spending/allocation priorities when faced with conflicting agendas;
- Critical and analytical thinking;
- Strong/advanced Microsoft Excel skills;
- Intermediate/advanced Microsoft Word skills;
- Strong analytical skills;
- Solid public presentation skills;
- Collaborative style focused on team work;
- Ability to work with Grantors, Project Managers, and other internal and external departments;
- Make involved and accurate computations;
- Proficiency with file and record management to include hard copy and electronic file records maintenance;
- Ability to keep accurate records with complete, auditable, files and records; as well as report preparation and writing.
An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:
Education: A Bachelor’s degree from an accredited college or university in an appropriate discipline related to the area of assignment such as accounting, business administration, finance or related field. A Master’s degree is desirable. (Applicants with a degree issued from an institution outside the United States must have their transcripts evaluated by an academic accrediting service and provide proof of equivalency along with their application.)
Experience: Minimum three years of increasingly complex and responsible professional experience in treasury, governmental budgeting, governmental fund accounting, or similar field, including the equivalent of two years as a Junior Financial Analyst in MTC.
Possession of a valid California Class C driver’s license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Specific duties and responsibilities include, but are not limited to, the following:
Agency/Entity Budget and Financial Reporting
- Planning, organizing, coordinating, preparing, analyzing and monitoring the development of complex capital and operating budget schedules;
- In coordination with the Budget Manager/Section Director/Chief Financial Officer (CFO), assists with budget projections, projects cash flow requirements; and tracking revenue and expense trends;
- Makes recommendations for changes and improvements to existing standards and procedures; interacts with internal and external stakeholders to execute process improvements to broaden scope and services agency-wide; acts as a partner in both organizational and department change management;
- Conducts complex financial analysis to evaluate agency-wide performance and operating and capital spending efficiency; prepares and presents study findings and recommendations; implements recommendations and provides assistance to departments in assessing performance against stated objectives;
- Participates in the preparation and administration of agency-wide capital and operating budgets by collaborating, providing training, and coordinating activities within other departments;
- Analyzes revenue sources, perform revenue projections;
- Prepares and monitors operating and capital budgets and amendments;
- Works cooperatively and collaboratively with MTC staff and external agencies;
- Provides key funding and compliance information to project managers and financial analysts to support agency-wide operating and capital activities; tracks progress on projects versus original budgets and schedules; works closely with project staff and consultants to ensure project compliance; provide spending and fund allocation information to accounting for invoicing and reimbursement to the agency for all operating and capital activities;
- Substantial experience tracking and analyzing financial performance to develop, prepare and present monthly, quarterly and annual reports to a variety of audiences, including management within the MTC and external agencies;
- Prepares and analyzes financial reports for all boards and associated committees, attend committee/board meetings, and present reports and make presentations as required and requested;
- Monitors, identifies, analyzes and coordinates with agency staff to resolve any discrepancies with budget to actuals;
- Uploads approved budgets into the financial system;
- Analyzes contract provisions and change orders related to approved cost of work and budget allocations to ascertain if there are funds available to support it; analyzes and reports cost variances, ensures that cost control methods are implemented and applied to program objectives; analyzes funding and cost data for inquiries regarding work plans, consultants, and contract authority;
- Reviews and reconciles contract/purchase order balances by or before year-end;
- Coordinates with staff to process monthly invoices for toll bridge related maintenance and rehabilitation expenses;
- Prepares journal entries and reconcile accounts on a monthly, quarterly and annual basis;
- Reviews fund estimates prepared by agency staff to ensure accurate calculation.
Position Control and Budgeting
- Coordinates with Human Resources/Budget Manager/Payroll Supervisor to develop staffing budgets;
- Analyze new staff requests to determine funding/constraints as it relates to the capital and operating budgets;
- Reviews and researches temporary staffing requisitions and staffing backfill requests to determine funding allocations, availability and adequate utilization of salary savings;
- Reviews and provides position analysis for authorized budgeted positions;
- Monitors, identifies and coordinates with agency staff to resolve any discrepancies with budget to actuals.
Benefit Budgeting and Analysis
- Coordinates with Human Resources/Budget Manager to develop, prepare, analyze, and monitor annual benefit budget;
- Coordinates with human resources/payroll/general ledger and financial reporting/Budget Manager to reconcile benefits from hire or onboarding through termination/retirement or off-boarding processes.
Overall Work Program (OWP)
- Leads meetings, presentations, trainings and other work representing the department;
- Coordinates with staff and external agencies in the preparation and monitoring of the Overall Work Program (OWP) and subsequent amendments;
- Preparation of the OWP quarterly, annual and grant closeout and other compliance reports;
- Prepares the annual Caltrans Consolidate Planning Grant (CPG) Certification of Expenditure (COE) by Fund Source;
- Maintains files in accordance with MTC and federal records retention policies.
Grant Management, Compliance, Reporting and Analysis
- Leads meetings, presentations, trainings and other work representing the departments;
- Reviews and monitors grants including compliance, and reporting requirements;
- Works with staff to identify and develop grant revenue sources;
- Coordinates and communicates with agency staff and external agencies regarding grant applications, grant execution, grant extensions, grant closeout requirements; and other compliance requirements;
- Analyzes and monitors expenditures for expiring grants;
- Executes project and grant closeout to ensure all budget, expenses, funds and contracts are reconciled and closeout procedures are completed;
- Administers grant and funding agreements, in relationship to and support of project efforts, including creation of project and funding data to facilitate the appropriate grouping and tracking of expenditures;
- Coordinates and collaborates with project managers to facilitate financial and compliance oversight, including procurements, commitments, payments, and time and labor on assigned projects and related funds;
- Reviews and analyzes expenditures to ensure they fall within available budget/grant limits and work with Project Managers and financial analysts to take corrective action when limits are reached including reporting discrepancies and billing adjustments;
- Coordinates and prepares financial and performance reports and funding agreements;
- Prepares quarterly and annual grant reports.
Process and Procedure Management for Assigned Programs
- Coordinates and provides training to Sections and program staff on the appropriate budget procedures and processes;
- Updates process and procedure documentation;
- Coordinates with other Finance department managers to ensure processes and procedures are adhered to.
Staff Performance and Development
- In the absence of assigned staff, performs all budget and grant analyst compliance and reporting responsibilities;
- Mentors and trains new and existing staff in need of support;
- Provides and participates in ongoing work review, guidance, direction, and training/succession planning;
- Maintains ongoing career development;
- Pursues professional development opportunities; stays abreast of new trends, accounting pronouncements, laws, regulations, policies, and innovations in the field of budget development, coordination and monitoring, financial analysis, program management, and grant management and compliance;
- Prepares and participates in periodic Performance Evaluations;
- Manages deliverables and deadline adherence.
THE FOLLOWING ARE AMONG THE BENEFITS OFFERED TO EMPLOYEES OF MTC:
- Public Employees Retirement System (PERS); employee contributes a portion of gross salary on a pre-tax basis.
- MTC is subject to California Pension Reform and as of January 1, 2013 will offer two pension plans. The plan employee will receive will be based on the individual’s historical pension plan membership. HR will discuss this directly with all final candidates.
- Health Benefits Insurance through the Public Employees’ Retirement System (premiums are shared between agency and employee).
- Agency-paid Dental Insurance (dependent coverage shared by the employee and MTC).
- Agency-paid Vision Care Insurance, employees only (dependent coverage is paid in full by employee).
- Agency-paid Life, AD&D, Short Term and Long Term Disability Insurance.
- Eleven paid holidays per year.
- One day per month paid vacation leave; for each year of service, an additional day per year is granted to a maximum of 25 days per year.
- One day per month paid sick leave, with no limit to the amount of sick leave that can be accumulated. (May cash out up to 240 hours of accumulated sick leave upon separation from the Agency.)
- Personal Business leave; up to three (3) days per year depending upon date of hire.
- Monthly Transit/Parking Subsidy.
- Alternative employee-paid payroll savings plans (tax-deferred compensation plans).
- Two voluntary employee-paid pre-tax dependent care and flexible spending accounts available for employees to participate in.
- Voluntary Supplemental life insurance.