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Project & Budget Control Analyst

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Project & Budget Control Analyst

Salary

$46,218.00 - $62,531.00 Annually

Location

Silver-Bow County, MT

Job Type

Full-time, Regular

Job Number

2025-036

Department

Law Enforcement

Division

Law Enforcement Administration

Opening Date

05/21/2025

Closing Date

6/4/2025 11:59 PM Mountain

FLSA

Non-Exempt

Bargaining Unit

N/A

+ Description

+ Benefits

General Statement of Duties / Distinguishing Features of the Class

We are seeking a dynamic candidate to perform a wide variety of administrative, technical, complex administrative support functions, and related duties in the development, management and maintenance of financial and budget record keeping and reporting activities for the Law Enforcement Department including analyzing accounting records to determine financial resources required to implement programs or projects and makes recommendations for budget allocations to ensure conformance to budgetary limits, reviews operating budgets to analyze trends affecting budget needs, the preliminary budget, purchasing, payroll allocation, budget commitment authority, budget impact, tracking, troubleshooting and reporting; secures acceptance of or support/coordination relative to projects, programs, departmental goals; responsible for developing, writing and coordinating grants and non-grant programs; performs non-routine and difficult administrative support duties and confidential employee duties to the department or division heads; does related work as required.

This is highly responsible administrative work involving the planning, organizing and directing of the budget activities and grant writing and oversite activities of the Law Enforcement Department. Highly responsible and confidential administrative support functions to the department or division head. The work is performed under the general direction and supervision of the department or division head, but extensive leeway is granted for the exercise of independent judgment and initiative. This class is distinguished from the classes of a similar nature by the scope and depth of the work performed and by the responsible, confidential, highly sensitive dissimilar comprehensive functions, non-routine duties and the discretionary nature of the work performed. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with administrative personnel, other employees, accounting personnel in the City-County, funding agencies/personnel, other government agencies, Sheriff and Police departments and the general public. Because employees in this class are located in a law enforcement environment, the work may be performed under considerable stress and some risk. An employee in this class is required to maintain complete confidentiality on all matters pertaining to Law Enforcement operations, collective bargaining, Law Enforcement Department personnel and the general public.

Examples of Essential Work (Illustrative Only)

+ Processes vendor invoices for payments in accordance with the purchase order, accounts payable and receivable method in hardcopy and electronic form.

+ Monitors/reports/recommends procedures and carries out major assignments i.e. budget operation and processes, accounting records, fund allocation; recommends program/project/operation cuts or reallocation of funds.

+ Costing bargaining unit proposals/responses; knowledge and strategy involvement in labor negotiations/proposals/responses.

+ Researches policies and procedures from varied entities, recommends actions relative to tasks, recommends methods to improve department efficiency and stream-lining procedures saving manpower hours.

+ Updates or generates ordinance proposals determining impact.

+ Has authority to formulate, affect, interpret, or implement management policies or operating practices relative to the varied tasks of the position.

+ Monitors performance levels vs. revenues.

+ Maintains Master File and Confidential File management/maintenance for administrators.

+ Prepares and submits required reports both financial and non-financial to varied agencies, including grant quarterly progress reports for federal and state agencies.

+ Analyzes data to determine program or project performance.

+ Complex research-compilation and recommendations to decision makers as to relevance.

+ Initiates, coordinates and oversees special projects, including guidance and recommendations relevant to the operation of a program or project area.

+ Media contact relative to varied tasks; preparation of media releases.

+ Coordinates and schedules meetings/presentations/classes within assigned tasks.

+ Compiles and prepares information/documents for budget proposals, unanticipated revenue resolutions, general journal vouchers, budget transfers, legal ads, justifications, meetings, department presentations.

+ Recommends purchase of major items based on comparative need or manpower vs. expenditures or grant availability; Distributes/informs budget details and explanations of various programs/projects to administration or sworn personnel, to personally report funding allocation pertaining to grants.

+ Reviews financial requests, assesses program/project tradeoffs, and explores alternative funding methods. Examines past and current budgets and researches financial developments that affect the department’s spending.

+ Evaluates proposals in terms of the department’s priorities and financial resources.

+ Researches, prepares, develops and formulates legislative congressional appropriation requests.

+ Develops departmental forms within or outside normal field of duties.

+ Reviews, posts and verifies the accuracy of expenditure transactions and accounting fund classifications. Commits department to actions limiting, denying, or approving expenditures.

+ Prepares letters, reports, statements, specifications, memoranda, notices, budget reports, tables, spreadsheets, surveys, assessments, requisitions, and other related materials, including confidential contract negotiation correspondence and reports, with limited or no instructions or details.

+ Conducts research on matters relating to department, collective bargaining, law enforcement, grants, equipment and division operations and activities.

+ Provides instruction to the Civil/Payroll clerk for backup when absent, in reference to basic general duties for invoice process, purchase order issuance, travel advances and reconciliation.

+ Attends routine and non-routine meetings, conferences, trainings and workshops as requested, required and authorized;

+ Prepares and takes meeting notes as necessary including bargaining unit issues/strategies meetings.

+ Prepares reports and analytical tables including actual, fixed and projected expenditures for the Sheriff, Detention Center, 911 and other accounts, available to department heads.

+ Analyzes data and information through the use of computerized BSB financial software programs and makes extensive use of MS Excel and MS Word software.

+ Prepares current/proposed preliminary FY budget or reports with majority of or substantial input and contribution; duties include the responsibility for the overall budgetary policy and program/project development, implementation, and modification of department procedures relative to the position’s duties/activities.

+ Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complying with the Health & Safety Program; maintaining work areas in a safe and orderly manner; identifying and reporting unsafe conditions; reporting all accidents; wearing required personal protective equipment; and attending safety-related meetings, training sessions, fit testing, etc.

+ Performs all duties and work assignments in compliance with project quality requirements.

+ Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.

+ Performs other duties as assigned.

Required Experience, Training, Knowledge, Skills, and Abilities

+ Knowledge, skills and ability to resolve problems or recommend solutions and self-initiate action; To identify the department’s budget issues, resolve non-routine budgetary problems, advise and recommend procedures/requirements and propose solutions to problems.

+ Ability, skill and knowledge required in the use of research of alternative revenue sources, impact and amounts of alternative sources, ordinance proposals or updates, labor negotiation proposals/responses, effects of bargaining contract on grants or contracts, budget issues or constraints.

+ Ability to provide information/knowledge re: labor negotiation process, proposals and responses.

+ Ability to act as liaison with administrators, grant funding agencies and BSB on budget and special project matters.

+ Ability to make independent decisions using self-initiative and good judgment when alternatives and correct courses of action are not clearly defined, specific standards are not described in manuals or based on data.

+ Ability to exercise authority in specific programs or project functions.

+ Ability, skill and knowledge necessary to prepare/appear at meetings or presentations as appropriate.

+ Ability, knowledge and skill to keyboard 60 wpm, use Dictaphone, transcribe confidential correspondence and other documents using independent judgment to generate documents without dictation or specific notes.

+ Ability and knowledge to discern authoritative decision to sign non-routine documents on behalf of the Sheriff or department head.

+ Ability, skill and knowledge to develop, recognize patterns, maintain budget monitoring systems.

+ Ability, skill and knowledge to develop proposals and/or grant applications for equipment or operations not normally related to duties.

+ Ability to work independently, multi-tasks, set priority levels with little or no supervision.

+ Ability to write extensive public-safety grants and progress reports.

+ Knowledge of business arithmetic, modern standard bookkeeping principles, practices of budgeting in government and public safety, statistical preparation, English composition and spelling; strong research aptitude; Skill in the independent preparation/assembly of numerical data and production of statistical reports.

+ Ability to maintain complete confidentiality in all matters pertaining to law enforcement, financial information, Law Enforcement Department personnel and the general public.

+ Ability to communicate well with others, both orally and in writing.

+ Ability to establish and maintain effective working relationships with other inter-departmental employees, administrative personnel, members of the Budget Department and the general public.

+ Ability to operate a personal computer using word processing, spreadsheet, tables, software, hardware and database applications appropriate to assigned duties.

+ Ability to use logical and creative thought processes, extensive ingenuity and inventiveness to develop solutions according to minimal written specifications and/or oral instructions; Ability and knowledge for regular use of judgment and discretion to solve problems where answer is not apparent or where there is no precedent set.

+ Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology; learn new software programs and train/assist personnel as required.

+ Ability to decide when problems require the department head’s attention and explain those problems, their impact and suggest possible solutions.

+ Ability to interpret procedures that are not easily understood by those who are not in the position or work with general guidelines which may not be directly applicable or may not be clear.

+ Knowledge, skill and ability to exercise originality to develop the methods or procedures to resolve problems; discretion and judgment, work that is varied and intellectual, output cannot be standardized in relation to time; duties have direct impact on management decisions or department operations.

+ Ability to perform research and integration of data for the purpose of developing a concept, solving a problem or making an interpretation; To perform and participate in the analysis that takes place when information is collected varying from calculating raw data for statistical purposes, to analysis of the data in terms of what it represents resulting in creating options and weighing benefits of the information.

Skills Experience and Training

+ Associate’s degree in business administration, Accounting, Finance or related field, or equivalent combination of experience and training which provides the necessary knowledge, skills, and abilities necessary to perform the work.

+ Considerable experience in Financial Reporting, Auditing, Budgeting, or Accounting

+ Considerable experience in office management, public accounting, budgets and budget development and administrative support work at an administrative level; and

+ Considerable experience and training in public safety grant writing.

Required Special Qualifications

+ Type or keyboard 45 wpm

+ Possession of a valid Driver’s License issued by the State of Montana.

+ Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.

•2.08.010 Residence during employment. From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow. (Ord. 85 § 1, 1979)”

Essential Physical Abilities

+ Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with the supervisor and other employees.

+ Sufficient vision, with or without reasonable accommodation, which permits the employee to produce and review a wide variety of written reports and other materials in both hardcopy and electronic form.

+ Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a computer keyboard, adding machine, and process financial materials.

+ Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to file and retrieve relevant documents.

Additional City-County information

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

The City-County of Butte-Silver Bow offers a comprehensive employee benefits package to include:

+ Low-cost health insurance plan with dental and vision coverage for employees and dependants

+ No-cost life insurance

+ No-cost, confidential employee assistance program

+ Retirement savings accounts

+ Permanent employees accrue vacation leave, sick leave, and paid holidays

+ Voluntary supplemental coverages

+ Dependent care flexible spending accounts

+ Medical flexible spending accounts

+ Health savings accounts

Benefit eligibility may be determined by length of service and/or employment status.

Employer

City and County of Butte-Silver Bow, MT

Address

155 W Granite Suite 209 Butte, Montana, 59701

Phone

406-497-6430

Website

https://www.co.silverbow.mt.us/

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