Budget & Procurement Manager

JOB The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government.
Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities.
The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.
This independent office under the state Constitution operates from facilities in the Olympia area and statewide.
The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork.
It is committed to both employee growth and work-life balance.
The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.
The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources.
This division serves as a trusted and knowledgeable resource to both its internal and external customers.
Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.
This position reports to the Operations Division Director and takes budgeting direction from the executive leadership team for the Office of the Secretary of State.
This position also oversees the contracts and procurement team, which operates those functions on behalf of the Office.
The budget manager is a resource for leaders at all levels across the agency and routinely interacts with program managers, deputy directors, and division directors to assist with budget management.
Budget & Procurement Manager(WMS BAND 3)Full-time, Permanent This position is directly accountable for directing and controlling the entire agency’s budgeting and procurement functions through the following tasks and activities provides budgeting expertise to the agency’s leadership and program managers.
This includes collaborating with leadership to plan program budgets using the allotment process, overseeing and submitting the agency’s biennial and supplemental budgets, facilitating executive decision making and risk management through an in-depth understanding of fund sources and their applicable RCWs, monitoring fund balances, budget forecasting, and providing critical inputs to courses of action that have financial impact.
Additionally, the budget manager oversees the procurement and contracting functions of the agency and supervises their operations.
In short, this position is responsible for ensuring that the Office spends funds properly and within its means.
The efforts of the budget manager ensure the Office is financially capable of providing its diverse range of public services.
*Please note: this job posting will remain open until filled.
The hiring manager reserves the right to fill the positions at any time.
It is in the candidate's best interest to apply as soon as possible.
EXAMPLE OF DUTIES Supervises the procurement and contracts team and the assistant budget manager: Tasks include: Oversees the administrative matters of the team to include performance managementCollaborates with stakeholders to develop and refine program processes that deliver expected value to customersReviews and evaluates staff performanceProvides training, feedback, and coaching to professionally develop teamOversees the work performed by program staff and ensures the appropriate and optimum use of program resourcesPrioritizes program efforts to ensure they align with divisional and office-wide initiativesProvides expert-level consultation and customer service on all matters related to budget: Tasks include: Identifies trends, provides budget report analysis, and provides expertise on applicable RCWs for executive leadership to make decisions with financial considerationsOversees the Office’s budget development: Tasks include: Oversees the preparation, development, and submission of biennial and supplemental budget requests (Operating & Capital) for the OfficeDesigns and manages the internal process for processing decision packagesOversees the development and preparation of allotments (Operating & Capital) for the OfficeOversees the development and preparation of decision packages and submits to the Office of Financial Management (OFM); reviews all decision packages to ensure requests are clear, concise, and logicalManages the Office’s fiscal note process; prepares and coordinates the Office’s responses to ensure fiscal notes are distributed to the appropriate program and released to OFM punctuallyDelivers annual trainings to prepare stakeholders to develop quality decision packages and respond effectively to fiscal notesCollaborates directly with Office of Financial Management (OFM) budget analysts to answer decision package requests for information and engages internal subject matter experts to provide key insights Ensures the accuracy of allotments/proposed spending plans, internal allotment adjustments, requests for unanticipated funds, fiscal note cost assumptions, and fiscal year close expenditure adjustmentsManages the Office activity inventoryCoordinates the compilation and submission of the Office’s strategic planConsults with facilities and divisions to update the 10-year facilities planEnables the agency to make informed budget decisionsTasks include: Ensures that divisions are equipped with an array of budget tools designed to develop spending strategies and monitor division and program budgetsAssists divisions with implementing budgets appropriately and in accordance with the authorities of various fundsEnsures continual monitoring of the Office Operations and Capital budgets and provides expert-level analysisAdvises the Office’s financial managers in all matters related to budget compliance and permissible funds use standardsMonitors all technical aspects of the budget and allotment process to ensure compliance with OFM instructions and legislative intent Analyzes financial information and makes recommendations by leveraging historical and trend analysis to forecast revenue and expendituresManages the Salary Projection System and ensures its accuracy to project financial impacts related to staffingAdvises and assists managers and executives in developing spending strategiesMonitors, reviews, and reports (when necessary) state-wide revenue forecastsOversees the Office’s OFM performance measures and reporting within deadlinesMiscellaneous Tasks include: Develops relationships with other state agencies, legislators, and various committees to implement state legislation and develop agency best practicesPrepares and presents rate structure information to other state agenciesPrepares program structure changes and presents to the LEAP committeeAssists programs and financial services with cost coding resolutions SUPPLEMENTAL INFORMATION Working ConditionsIn this position, the incumbent works primarily in an office setting which may require sitting and/or standing for long periods of time.
The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM.
May need to occasionally work weekends and/or evenings.
Minimal travel is expected with some occasional travel to other OSOS facilities.
This position works primarily with internal agency staff and will have some interaction with OFM and legislative budget staff.
The incumbent of the position must be able to communicate effectively and positively with peers and management using language that is appropriate to both the complexity of the topic and the knowledge level of the recipient.
The incumbent must have the ability to represent the Office of the Secretary of State in a competent, confident, and professional manner and be able to maintain the highest level of confidentiality at all times.
How to ApplyRequired: To be considered for this position you must attach the following: Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the positionCurrent resumeTranscripts denoting accounting creditsProvide three professional references.
Personal references will not be considered.
You must complete the supplemental questions at the end of this application.
Incomplete responses such as "see resume" will not be considered.
All veterans must include a copy of your DD214 to receive preference in the hiring process.
You must black out your social security number before attaching it to your application.
The Office of the Secretary of State is an equal opportunity employer (EOE).
We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability.
All interested candidates are encouraged to apply.
Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 819-0934.