Budget Analyst

Budget Analyst, Program Specialist 3

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 thestate 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 Information Security & Response (ISR) Division protects against cybersecurity threats and provides strategic elections messaging that enhances the security of and improves public confidence in the Office of the Secretary of State. The ISR Division has 17 employees who report to the ISR Director. These employees are based at our Olympia-area Secretary of State facility and at the Digital Archives.

The Budget Analyst (Program Specialist 3) reports to the director of the Information Security and Response (ISR) Division and is responsible for coordinating and reviewing the division's budget and contract management activities. This position supports fiscal planning, monitors expenditures, and ensures compliance with state policies and funding requirements to sustain ISR's cybersecurity and information response programs.

Duties

Duty: Performs division budget analysis Tasks include:

• Works with division leadership on the preparation of biennial and supplemental budget requests, including development of supporting materials and coordination with the OSOS Central Budget Office.
• Works with the director in reviewing and formulating division performance measures to ensure alignment with strategic priorities, funding requirements, and reporting expectations.
• Conducts fiscal analysis and monitors budget control procedures for compliance with established OSOS and state policies; ensures effectiveness through sound budget application and management practices.
• Independently prepares and monitors budget and related fiscal reports to ensure adequate budgetary controls are maintained, identifies variances between projected and actual expenditures, and recommends adjustments to support compliance with established accounting practices and procedures.
• Analyzes proposed legislation that may affect current or proposed programs, develops fiscal impact assessments, and prepares fiscal notes. Coordinates the fiscal note process, including responsibility for internal processes, review of draft fiscal notes, and coordination with the OSOS Central Budget Office and the Office of Financial Management (OFM).
• Independently prepares and provides regular status reports on accounts, including actual and projected expenditures, along with analysis and recommendations related to program activity costs.
• Tracks contract and subscription renewals and submits purchase and renewal requests to OSOS Purchasing in accordance with established procurement timelines and requirements.
• Works with confidential assistants to track payment card transactions and ensure expenditures are accurately recorded and aligned with budget allocations.

Duty: Contract and Information Security Fund Program Management Tasks include:

• Manages the Information Security Funds program that distributes funds to counties, ensuring funds are administered in accordance with program requirements and office policies.
• Establishes and maintains Information Security Fund program guidelines, instructions, and documentation to support consistent program administration and compliance with funding requirements.
• Monitors Information Security Fund program participation and reimbursement activity to ensure expenditures align with program intent, tracks contract balances, and takes appropriate action as agreements approach expiration or funding limits.
• Works with OSOS Payables to process reimbursements and payments in a timely manner and ensure disbursements occur within the appropriate fiscal year.
• Circulates submitted funding requests and reimbursement documentation for internal review and decision-making, coordinates approval processes, and communicates approval or disapproval decisions with participating entities.
• Establishes and maintains centralized processes that support the organization, tracking, and documentation of contracts and agreements within the division.
• Monitors and tracks contracts and agreements to ensure compliance with scope of work, period of performance, and funding levels, and identifies potential issues requiring corrective action.
• Prepares reports, presentations, publications, or other materials to support program oversight, strategic planning, performance evaluation, identification of program needs, or implementation of new program initiatives.
• Supports Requests for Proposals (RFP), Requests for Qualifications and Quotations (RFQQ), and other procurement activities, including coordinating documentation and facilitating tracking of related contracting activities.

Duty: Administration Tasks include:

• Coordinates with internal OSOS divisions and teams to support security enhancements, including facilitating purchasing and administrative processes.
• Works with administrative assistant to track and reconcile payment card transactions and other small purchases to support accurate fiscal recordkeeping and budget monitoring.
• Supports quarterly budget review activities by assisting with expenditure tracking, information gathering, and preparation of supporting documentation and reports.
• Coordinates and supports division administrative operations, including maintaining internal records, tracking assignments, and assisting with workflow coordination.
• Tracks and supports end-of-fiscal-year purchasing activities to help ensure timely processing of purchases, renewals, and related fiscal transactions.
• Provides backup administrative and operational support during staff absences, surge periods, or emergency operations.

Duty: Miscellaneous

• Works on division projects, as assigned.
• Serves as backup support for other ISR programs and operational activities when needed.
• Performs others duties as assigned.

Qualifications

Required Qualifications:

• Three years of experience providing administrative or program support to staff or a program. Duties may include interpreting and applying policies, instructing others on policy implementation, representing a program or office to customers, interacting with members of the public, composing correspondence, scheduling meetings and appointments, coordinating events, or similar activities. At least one year of this experience must include responsibility for budget tracking or budget management.
• Proficiency in using a personal computer and common business software applications to effectively perform the essential functions of the position.

Desired Qualifications:

• Bachelor's degree with major coursework in public administration, accounting, business, finance, communications, or a related field.
• Experience working in or knowledge of cybersecurity, information security, strategic communications, or related public sector programs.
• Experience working with diverse stakeholder groups to coordinate activities and achieve program goals.
• Experience using data visualization or business intelligence tools to develop dashboards, reports, or other data products that support program oversight and decision-making.
• Strong analytical, written, and verbal communication skills.
• Two or more years of experience conducting research and analysis to produce reports, recommendations, or program improvements.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Supplemental Information

In this position, the incumbent works primarily in an office setting, which will require the ability to sit and/or stand for extended periods of time. The standard work hours are Monday-Friday 8am - 5pm; however, work can be required outside of standard hours to include evenings, weekends, and holidays Regular travel to local offices is required and there may be some travel to attend meetings and training. The incumbent in this position must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, and be able to clearly and effectively communicate ideas and information both verbally and in writing, and work successfully with a wide variety of people in a team environment. The incumbent in this position must have the ability to work under pressure, meet deadlines, and coordinate with other operational areas to execute security response.

This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.

How to Apply

• To be considered for this position you must attach the following:
• • Current Resume
  • Letter of Interest
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such