The Budget Analyst 4 reports to the Controller (Administrative Program Director 3) within the Finance Operations Division of Jefferson Parish Human Services Authority (JPHSA) and is responsible for coordinating and managing budget activities for Inter-Agency Transfer (IAT) funds appropriated by the Louisiana Legislature, grants (federal, state, local), and selected JPHSA programs as well as for the maintenance of accounting system settings. He/ she provides consultation to the Controller and to the Chief Financial Officer (CFO) relative to fiscal and budget matters and oversees purchasing and accounts payable functions. He/ she directly supervises one Accountant Specialist 2 and one Procurement Specialist and serves as primary back-up to the JPHSA Controller.
50% Restricted Funds Analysis
Analyzes data, extracts information and accurately manipulates information in the preparation of complex financial reports and schedules.
Maintains accurate internal ledgers and records.
Reconciles internal records with reports generated by the Integrated Statewide Information System (ISIS) or other external funding agencies' accounting services departments/ divisions (or equivalent) on a periodic basis.
Manages posting and journalizing ledgers and preparing financial reports.
Monitors and provides technical assistance for federal, state and local grants; prepares invoices, monthly reports and budget amendments as needed. Plans, directs, coordinates, and audits all financial and other related information; documents in support of grant-related expenditures to ensure compliance with applicable federal, state, and other related regulations, statutes and Generally Accepted Accounting Principles (GAAP).
Performs as a technical specialist in conjunction with the division/ department assigned grant programmatic monitors to manage grant budget allocations. Analyzes monthly grant expenditure reports and reconciles discrepancies in reporting between internal records and external grant records. Uses professional judgment to make recommendations for ensuring timely use of restricted funds. Uses effective problem-solving skills to recommend effective corrective actions as needed.
Monitors and forecasts revenues and fund expenditures to identify trends and potential funding issues as related to Inter-Agency Transfer funds, federal, and other state, local and private grants. Recommends changes to authorized budget categories in accordance with the documentation governing each restricted fund.
Reconciles the general ledger accounts from the Great Plains accounting system for federal, state and local grants. Verifies coding of grant expenditures is compliant with allowable cost regulations for each specific grant. Ensures all general ledger transaction coding elements are correctly assigned to expenses. Provides transaction coding training to Division Directors and division-assigned grant programmatic monitors as needed. Prepares recommendations for adjustments to revenue and expenditure accounts. Obtains approvals for implementing adjustment recommendations and ensures adjustments are processed in the Great Plains accounting system.
Monitors accounts receivable (federal, state, local government and private grants). Prepares an accounts receivable schedule and reconciles it to the general ledger monthly. Initiates corrective action as needed to maintain a no-outstanding-items reconciliation.
Maintains grant files to ensure JPHSA can withstand audits from internal and external auditors and grantors. Assists in the process of grant writing by calculating estimated budgets, local matches and in-kind costs.
Prepares and maintains the Schedule of Financial Assistance for the Annual Financial Report.
Participate in on-site grant monitoring visits at JPHSA offices for review of the fiscal records to ensure funds are expended and accounted for properly.
35% Management of Accounting System
Maintains a working knowledge of the Great Plains accounting system. Performs maintenance of the chart of accounts on all active trial balances within the system. Identifies automation opportunities; initiates, designs, and implements projects as needed following acceptable organizational change management workflows.
Through accounts payable weekly reviews, monitors expenses connected to construction and renovation projects ensuring proper capitalization of construction and renovation projects in progress.
Reviews and updates cost centers for Personnel Action Request Forms ensuring correct cost centers, funding sources and department IDs for employees. Runs payroll reports out of the state system for each biweekly payroll. Adjusts salary and benefits expenses, and posts state civil service payroll-related expenses into agency general ledger biweekly. Reconciles state civil service salary and benefits expenses from the general ledger to ISIS monthly. Manages the Accounting Services records of the Personnel Action Request Forms.
Monitors balances available in ISIS and ensures liquidity is available to fund state civil service payroll expenses at all times.
Ensures due-to/ due-from transactions are properly recorded and reconciled in all active trial balances. Maintains the due-to/ due-from monthly reconciliations. Initiates corrective action as needed to maintain a no outstanding item reconciliation.
Performs training functions for JPHSA personnel on matters relating to internal controls document handling and coding, and proper application of rules, regulations and procedures as they relate to each funding source.
Participates in the development of new accounting techniques, the design and implementation of accounting subsystems, compilation of manuals for accounting, and preparing managerial reports. Reviews and updates Finance Operations policies and Accounting Services procedures as assigned.
Participates in budget meetings with Division and Department Directors.
Participates in the annual financial audit as assigned. Communicates with the auditors and provides documentation as requested. Enters the Annual Financial Report and the Schedule of Expenditures of Federal Awards (SEFA) into the online Office of Statewide Reporting and Accounting Policy (OSRAP) portal.
Produces quantitative data for reports as requested by the CFO and/ or Controller. Uses professional judgment and communicates with public and private accountants; state, federal, and independent auditors; banks; brokerage firms; and program or management personnel for providing information and technical assistance needed to resolve problems.
Ensures Controller and CFO are informed with operational progress and well as with the status of initiatives and special projects.
Provides supervision adhering to JPHSA's Staff Development & Supervision Guidelines. Evaluates performance and professional behavior; provides instruction to direct reports as needed. Approves/ denies leave requests with consideration for the leave management guidelines and Accounting Services workflow. Reviews time sheets to ensure accuracy and completeness. Ensures subordinates complete all mandatory training and meetings required by JPHSA.
Directs and controls the work activities of an Accountant Specialist 2 engaged in the accounts payable function, entering data into the Great Plains Accounting System, reviewing and processing invoices for payment, and recording payments in the Great Plains Accounting System.
Directs and controls the work activities of a Procurement Specialist 2 engaged in the procurement function entering purchase order data into the Great Plains Accounting System, and tracking inventory of all JPHSA and JeffCare assets.
5% All other duties as assigned to meet Finance Operations and/or JPHSA needs.
This position is largely a sedentary role; with occasional light lifting up to 10 pounds required. Work activity includes operating a computer, a computer printer, a phone, and a copy machine.
Communicates in person, over the computer, and on the phone, and remains in a stationary position 50% of the time in order to accomplish computer work.
Applicants must have Civil Service test scores for 8100-Professional Level Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.
Applicants without current test scores can apply to take the test here.
To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
For further information about this vacancy contact:
- Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*
Jefferson Parish Human Services Authority
3616 S. I-10 Service Road West, Metairie, LA 70001
Jefferson Parish Human Services Authority and its programs (JPHSA) participate in E-Verify
Federal law mandates all employers to verify the identity and employment eligibility of all persons hired to work in the United States. All new hires at JPHSA are subject to employment eligibility verification through E-verify.
E-Verify is for Everyone.
For more information on E-Verify, please contact the Department of Homeland Security at 888-897-7781 or visit https://www.uscis.gov/e-verify
A baccalaureate degree plus three years of professional level experience in accounting; financial auditing; budgeting; procurement; human resources; policy planning; statistical analysis; or financial services.
Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.
Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:
A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.
30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.
60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.
90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.
120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.
College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.
A master's degree in business administration, accounting, finance, human resources, public administration, or statistics will substitute for one year of the required experience.
Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.
Function of Work:
To perform specialized budget preparation, review, and monitoring activities.
Level of Work:
Generally from a Budget Administrator or other higher-level fiscal position.
May supervise one lower-level fiscal position.
Functional over departmental/agency/program staff regarding budgetary matters.
Location of Work:
May be used by all state agencies.
Differs from Budget Analyst 3 by the presence of serving as a technical specialist over assigned programs.
Differs from Budget Manager by absence of supervisory responsibility.
Examples of Work
May serve as a technical specialist performing in-depth/expanded activities in programs requiring advanced knowledge, skills, and abilities.
Monitors and forecasts revenues and expenditures to identify trends and potential funding problems.
Prepares required reports and financial statements which include the compilation and analysis of data.
Proposes alternatives to spending and revisions in authorized budget.
Reviews, projects, reports, and proposes changes to performance indicators.
Prepares budget adjustment forms as necessary to draw or transfer funds.