POSITION SUMMARY: As the agency’s Budget and Policy Director, the incumbent works independently under the general supervision of the Administrative Services Director, and serves as the Budget and Policy Director for the State Public Defenders office. The position is responsible for managing and directing the full scope of budget and finance programs, including responsibility for developing and executing the agency’s biennial and annual operating budget proposals. The incumbent supervises the employees and oversees all activities of the Budget and Fiscal Division. The incumbent performs additional agency managerial activities as needed and serves on the agency’s Agency Leadership Team (ALT). The agency functions as a large law firm with over 600 employees at 42 locations statewide. The agency receives GPR, PR, and grant funding. This position also coordinates and oversees office space and leases.
This position will work out of the Madison Office and travel up to 25% of the time to other offices.
GOALS AND ACTIVITIES:
50% A. Development and management of the State Public Defender biennial budget proposals.
A1. Develop budget guidelines to serve as the framework for budget planning.
A2. Identify key programs, management, and organizational issues to be addressed in the budget and conduct studies and propose projects related to those issues.
A3. Prepare policy analysis of budget issues and requests, collaborating with members of ALT.
A4. Coordinate agency budget submissions with the SPD and ALT members.
A5. Draft and justify appropriate budget materials for the State Public Defender, the State Public Defender Board, ALT, and the state’s SharePoint budget development system.
A6. Prepare documentation for the submission of the agency’s pay plan and other supplement requests. Verify that pay plan maximums published by DOA are correct.
A7. Coordinate agency interaction with external budget analysts, Department of Administration and Legislative agencies and collaborate with ALT and State Public Defender on responses.
A8. Review and prepare materials and reports for the legislative branch, including the Joint Committee of Finance as directed by the SPD and as required by statute. If directed, prepare budget requests and justification to present to the legislature. When directed, prepare fiscal estimates regarding the fiscal impact of proposed legislation for the SPD and ALT.
A9. Monitor compliance with grants awarded to the agency and submit grant budget reports as required. Incorporate grant funds into the agency’s operating budget.
A10. Analyze, review, and develop expenditures to assist and ensure that divisions spend in line with appropriate levels.
A11 Develop recommendations to manage position turnover in order to stay within the agency’s salary appropriation.
A12. Oversee the agency procurement program to ensure all applicable state and agency procurement policies and procedures are followed. Liaise or work with CAP (Consolidated Area Purchases) to ensure proper procurement processes.
A13. Coordinate and manage the implementation and ongoing maintenance of state programs for payment processing, revenue collection, procurement, and payroll (e.g., PeopleSoft, etc.).
A14. Oversee the preparation of GAAP reports and ensure compliance with state policies.
A15. Oversee the agency’s year-end reconciliation in compliance with state policies. Monitor periodic reconciliations with DOA financial records throughout the year.
40% B. Management and Supervision of the agency fiscal services programs.
B1. Fill vacancies following agency, state and federal policies and procedures. Serve on applicant screening and interview panels as requested, and effectively recommend candidates to the Administrative Services Director. Comply with equal opportunity and affirmative action guidelines to accomplish SPD diversity and equity inclusion plan and goals.
B2. Oversee training and development of new and existing staff.
B3. Monitor staff performance on an on-going basis and in conjunction with performance evaluations. Prepare formal performance evaluations, serve as first line supervisor, and discuss evaluations with employees. Counsel staff on an on-going basis relative to daily work performance and goals.
B4. Counsel employees on unsatisfactory performance and/or work behavior. Consult with the HR department on employee issues that may or may not warrant disciplinary action. Notify and consult with the Director of Administrative Services. Notify the State Public Defender if discipline will result.
B5. Approve leave requests and monitor leave accounting of the staff.
B6. Oversee the establishment of internal policies and procedures for the efficient administration of the fiscal services programs.
B7. Oversee the administration of the state collection agency vendor.
B8. Act as primary contact on leased space issues. Coordinate communication between central administration and local offices regarding the status of lease request issues, office moves, and concerns about possible deficiencies in leased spaces. Liaise with DOA Division of Facilities and Transportation Services.
10% C. Provide assistance to the State Public Defender, Deputy State Public Defender, the Director of Administrative Services, and the Agency Leadership Team.
C1. Provide leadership for the department on matters pertaining to budget and finance and participate as a member of the Agency Leadership Team (ALT). Communicate, collaborate and share information with ALT that may impact the ability of other administrative services units to provide cost-effective and efficient agency-wide services.
C2. Represent the Agency with the State Budget Office, the Legislative Fiscal Bureau, public interest groups and advisory committees. Attend external meetings as an ALT/Agency representative as directed by the SPD and/or Administrative Services Director. Attend internal manager and staff meetings as directed by the SPD and Administrative Services Director.
C3. Serve as staff aide in complex areas of organization systems development with responsibility to implement programs to increase productivity and efficiency within the agency.
C4. Prepare and maintain historical reports on the Agency budget submissions, outcomes at the legislative and executive levels, and expenditures.
C5. Assist with the preparation of materials and testimony for legislative committees.
C6. Keep the State Public Defender, Deputy State Public Defender, and Director of Administrative Services apprised of emerging issues.
C7. Perform other duties as requested.
KNOWLEDGE, SKILLS & ABILITIES:
1) Knowledge of theories, principles, practices and techniques of budget development, analysis and implementation
2) Knowledge and skill developing budget proposals
3) Knowledge and ability to analyze and estimate cost for budget items
4) Knowledge of legislative processes
5) Knowledge of generally accepted accounting principles (GAAP) and financial management techniques
6) Ability to interpret federal and Wisconsin state policies, Wisconsin administrative rules, and Wisconsin statutes
7) Effective analytical and problem-solving skills
8) Effective written, oral and interpersonal communication skills
9) Ability to establish and maintain effective working relationships with agency staff, government agencies and outside sources
10) Knowledge of supervisory principles and techniques, including recruitment, hiring, and training
11) Knowledge and advanced skill with computer operations, including word processing, and spreadsheet and database management
12) Experience using ERP systems (Enterprise Resource Planning) systems (i.e., PeopleSoft, etc.)